Job Description
Essential Functions
• Administers and oversees the HR records management system and related HRIS functions, ensuring the accuracy, integrity, confidentiality, security, and availability of employee data.
• Provides expert consultation to HR leadership and departmental stakeholders on records management practices, data governance, system capabilities, and compliance requirements.
• Designs, evaluates, standardizes, and optimizes processes supporting the full lifecycle of employee records and related HR operations, including onboarding, maintenance, retention, and archiving.
• Identifies and implements opportunities to streamline and automate core HR processes (e.g., payroll, benefits, recruiting, onboarding, time tracking), reducing manual effort, duplication, and process inefficiencies.
• Interprets and applies federal, state, and institutional regulations related to records retention, data privacy, and security, ensuring policies, procedures, and system controls are consistently followed.
• Conducts audits and detailed analyses of records management and HRIS processes to identify risks, ensure compliance, and recommend operational and strategic improvements.
• Leads and supports system and process enhancement initiatives, including digital record migrations, system upgrades, integrations, and workflow redesign efforts.
• Develops, maintains, and delivers reports, dashboards, and data insights to support operational effectiveness and data-informed decision-making across HR and the institution.
• Enhances the employee and manager experience by improving system usability, supporting self-service functionality, and ensuring processes are intuitive, accessible, and efficient.
• Develops and maintains standards, governance practices, documentation, and best practices to ensure consistency, compliance, and sustainability of HRIS and records management operations.
• Serves as a subject matter expert, providing guidance and knowledge transfer to team members and stakeholders on documentation standards, compliant data handling, and effective system use.
• Collaborates with internal and external auditors to support audit activities, ensure accurate reporting, and maintain audit readiness.
• Analyzes trends and performance metrics related to HRIS and records management operations and recommends strategic improvements to leadership.
Scope and Impact
• Operates with significant autonomy in managing HRIS and records systems and advising on process, compliance, and system optimization matters.
• Influences departmental and HR-wide practices through subject matter expertise, data insights, and consultative engagement.
• Impacts institutional compliance, audit readiness, data integrity, and operational efficiency through process design, automation, and governance.
• Contributes to enterprise-level initiatives involving HR technology, data governance, process standardization, and digital transformation.
• Supports the organization's shift from reactive administration to proactive, data-driven, and continuously optimized HR operations.
Minimum Qualifications
• Bachelor's degree in Human Resources, Business Administration, Information Systems, or related field
• 5+ years of experience in HR systems, records management, HRIS, or data governance
• Experience interpreting and applying regulatory requirements related to data privacy, security, and records retention
• Experience with process improvement, system optimization, or workflow design
Preferred Qualifications
• Experience in higher education or similarly regulated environment
• Advanced experience with HRIS/HCM systems (e.g., Oracle or similar platforms)
• Experience supporting audits, system implementations, integrations, or data migration projects
• Experience developing reports, dashboards, or analytics to support business decision-making
• Familiarity with process automation tools or self-service system design
