HR Operations Specialist

The University of Massachusetts Global (UMass Global) is a private, nonprofit affiliate of the University of Massachusetts. Accredited by WASC (Western Association of Schools and Colleges), the university offers undergraduate, graduate, credential, and certificate programs designed to be relevant to more than 90 career paths. UMass Global has ranked consistently among the best in the nation by U.S. News and World Report .

At the University of Massachusetts Global, we value the personal health and financial well-being of our employees. With our affordable and flexible benefit packages we aim to provide peace of mind to allow employees to focus on important aspects of their lives. Our benefits include:

Healthcare

Medical, dental, and vision plans - including health and flexible spending accounts - that cover you and your family.

Work-Life Balance

We encourage a healthy work-life balance, that’s why we offer flexible schedules and remote work opportunities. In addition, we provide generous vacation and sick time and 13 paid holidays which includes a winter break.

Financial Protection

For life's unexpected surprises - we provide life and disability insurance, prepaid legal, identity theft, critical illness, accident, and travel assistance. We also have programs to help you manage student debt offered through SAVI. Employees are also eligible for Public Student Loan Forgiveness.

Tuition Remission

We support the educational goals of you and your family by providing tuition discounts at UMass Global and Chapman University.

Wellbeing

24/7 counseling support, through our Employee Assistance Program, and free premium subscription to Calm for you and your dependents! In addition, our Wellness program provides year-round events that bring together our community and promotes employee well-being.

Retirement

Pre-tax and Roth options with a generous match of 6% and additional employer contribution of 3% - totaling 9%!

The Human Resources Operations Specialist supports personnel operations, overseeing the employee lifecycle from onboarding to offboarding. This role oversees personnel transaction processing in the HRIS system, ensuring standard operating procedures are followed and is responsible for maintaining accurate data and employee record keeping. Recommends system enhancements and automation where necessary to ensure an efficient employee experience. Responds to employee inquiries related to general HR matters and provides various administrative support to HR related projects.
This position is a hybrid position. May require in-person attendance at Central Administration one day per week.
The hiring range for this position is $27.00 - $31.00 per hour. Offers are determined by a variety of factors, including but not limited to: geographical location, knowledge, skills, years & depth of experience, and equity with internal team members.

TYPE OF SUPERVISION: 

Receive general supervision from the Assistant Vice Chancellor, Talent Management.

• General Supervision — indicates that the incumbent performs a variety of duties; some of which may be complex duties within established policy guidelines; and receives occasional supervision.

POSITION DUTIES AND RESPONSIBILITIES:  

ESSENTIAL FUNCTIONS: 

Personnel Operations

• Oversee personnel transaction related processes after hire through termination to include job changes (promotions, advancements, lateral moves), data changes (cost center, location, name, change in hours, change in classification), maintenance of reporting structures and all data related to employee lifecycle.
• Manage the HR email inbox; respond to general HR inquiries, research and provide answers or route to appropriate area. Respond to VOE requests and Paid Student Loan Forgiveness verification (PSLF) requests.
• Oversee service recognition programs, ensuring accurate tracking and analysis of employee service milestones. Collaborate with AVC, Talent Management to proactively provide insights, recommend improvements, and ensure the effective implementation of service recognition initiatives.
• Create and maintain standard operating procedures, process workflows and job aids related to general HR process’, both internal and external facing (employees/managers).
• Responsible for assessment, evaluation, and development of standard operating procedures as it pertains to HCM workday functionality

Employee Onboarding and Offboarding

• Manage the onboarding experience beyond first day. Utilize system automation to create and maintain communications and surveys, engaging with employees through the employee intro period.
• Maintain new and terminated access to external employee benefit sites, Calm, TouchCare, Wellable and Showcase.
• Oversee employee offboarding experience and process for the university. Maintain offboarding documents and standardized communication. Collaborate with HR Business Partners, IT, Payroll, Benefits and Faculty Affairs team(s) to create a holistic offboarding experience.
• Conduct in-depth analysis of employee turnover data, identifying trends, patterns, and potential areas for improvement. Develop and maintain turnover reports, dashboards, and visualizations. Collaborate with AVC, Talent Management and HR Business Partners to proactively provide insights, and ensure data accuracy for informed decision-making.

HRIS

• Optimize Workday HCM ensuring an efficient and favorable experience for employees and managers. Partner with IT to make necessary updates in HRIS.
• Own HCM related data and data entry, business process’ and integrations with other systems. Troubleshoot issues, analyze process’ routinely and make recommendations for maintenance of business process’ and integrations with consideration of impact to benefit and faculty related process’.
• Maintain and support HR applications; ensure data integrity by regularly reviewing and auditing data flow and troubleshooting issues.
• Develop and maintain reports and dashboards in Workday in partnership with IT to provide insights into key recruitment, onboarding and learning metrics. Customize and create ad hoc reports to support data-driven decision-making for the talent team.
• Review, recommend and test bi-annual system upgrades and enhancements related to Workday HCM.
• Audit HCM transactions and personnel data; work with various stakeholders (payroll, IT, faculty affairs, benefits, compensation, finance) to reconcile discrepancies and outstanding workday tasks.
• Maintain and improve HR data model to allow automated information delivery to key stakeholders. Assist in creating useful tools, reports and methods for HR subject matter experts and university leaders to execute their respective functions and manage teams.
• Partner with AVC Talent Management, HR Talent Specialist and budget office to routinely reconcile position data; Audit and ensure job requisition templates have the up to date job profile reflected to ensure accurate postings.

Record Retention and Data Management

• Oversee the meticulous management of HCM data records across document management systems. Adhering to HR data standards, implement structured system for accurate data entry, storage, and retrieval, maintaining data integrity and compliance.
• Proactively identify areas where HR data is not current and work with HR functions/Faculty Affairs to develop and implement ways to improve data quality.

Other Duties

• Responsible for external form development (Cognito), maintenance, and reporting related to general HR forms.
• Provide administrative support to CHRO, AVC Talent and AVC Total Rewards such as, scheduling meetings, scanning and filing.
• Partner with Benefits and Compensation teams to provide administrative support, including but not limited to assistance during open enrollment periods, wellness programs/events, annual pay reporting and maintenance of job descriptions.
• Process and reconcile department related expenditures and p-card transactions.
• Provide on-site team support processing mail and package needs.

POSITION SPECIFICATIONS AND REQUIREMENTS:

EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES:

• At least 3 years of work experience in human resources
• Bachelor’s degree in Human Resources, Business Administrator or related field, or equivalent work experience.
• Demonstrated experience with HRIS systems, Workday preferred.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

• Understanding of HR functions, policies, procedures, and compliance requirements related to personnel transactions, onboarding, offboarding, and HR data management
• Familiarity and expertise in utilizing HRIS systems, particularly Workday HCM, for managing employee data, generating reports, and overseeing system optimization
• Strong written and verbal communication skills
• Ability to manage data accurately, ensure compliance, and perform meticulous data analysis
• Ability to use Excel functionalities to identify and solve problems and provide data-driven solutions. Proficiency in using Excel for extensive data analysis, including sorting, filtering, and manipulating large datasets.
• Aptitude for working collaboratively with various teams
• Ability to prioritize tasks effectively, meet deadlines, and manage workload efficiently in a fast-paced environment

Machines, Tools, Equipment, Electronic Devices and Software:  Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint), video conference technology (Zoom, Microsoft Teams)

Please Note: Internal Employees, please access the Career app on the Workday Dashboard homepage to apply for the position.

Equal Employment Opportunity – UMass Global is committed to providing an educational and work environment free of unlawful discrimination and harassment in any form. UMass Global prohibits all forms of discrimination and harassment on the basis of age, ancestry, color, religious creed (including religious dress and grooming practices), disability (mental and physical), marital status, medical condition, genetic information, military and veteran status, national origin (including language use restrictions), race, sex (including pregnancy, childbirth, breastfeeding, and/ related medical conditions), gender, gender identity, gender expression, sexual orientation, or any other characteristic protected by local, state or federal law.

Reasonable Accommodation – UMass Global provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the recruitment department at [email protected] .