Manager – Data Analytics and HRIS Systems

Job ID
2022-1743
Category
Administrative
Type
regular
Location : Location
US-MA-Woods Hole

Job Summary

At Woods Hole Oceanographic Institution (WHOI), our mission is to understand the ocean for our planet and our future.  In pursuit of this aspiration are some of the world’s most talented ocean scientists and engineers who are pushing the boundaries of knowledge about the ocean to reveal its impacts on our planet and our lives.  If you would like to support the people who go to impossible places to do impossible things, you can be part of making a difference.  We are looking for a strategic, organized, team-oriented, problem-solving HR professional who works with a sense of urgency and leverages their strong technology capabilities to join our talented Human Resources team as a Manager – Data Analytics and HRIS Systems. 

 

This role is central to hands-on data and systems driven activities in the HR team and is responsible for the management of the HRIS and related systems, quality data capture, and provides development and delivery of complex analytics and reporting, often with tight deadlines. This individual is responsible for understanding data flow, optimizing HRIS systems and integration with other HR, vendor, and other institutional systems. This position regularly leverages advanced excel skills for analytics and reporting, strong internal data auditing and problem-solving skills to ensure data integrity in all aspects of work. Act as a financial analyst partner on reporting including the DEI analytics, executive dashboard, HR budget processes and other analytics related projects. This central HR role, understands and supports day-to-day activities throughout the HR department, utilizing multi-HR discipline experience to execute reporting, analytics as well as project management, including reporting related to external audits, budget preparation and Diversity and Equity reporting. This position supervises and mentors an HRIS Data Analyst who is responsible for the day-to-day activities (such as data entry and data integrity) and system administration of the HRIS and applicant tracking systems.

 

Partner with Finance and Accounting, by delivering accurate and detailed analytics and calculations to further accurate financial reporting. Partner successfully with internal Payroll and third-party administrators by timely updating of files and communications. Partner with the Business Systems team in the Information Services department, Payroll and Finance to integrate HR professional expertise into processes of maintaining and improving the HR systems. As an integrated member of the HR team, work collaboratively with all members of the HR team and mentor other HR members based on experience and role.

 

Routine work will include management of and interfacing with IS systems for data entry, files, and reporting. Together with HR team members ensure work is performed efficiently with high quality results and that programs are delivered with exceptional customer service for our employees, affiliates, and vendors. Important focus is integrating broad understanding of all HR disciplines with an understanding of the strategic plans of the department and ensuring timely and accurate execution of all related compliance and day-to-day activities; including but not limited to ERISA, ACA, IRS regulations and other legislative rules that impact payroll, benefits and HR. Special attention is given to process improvement to contribute to the planning of cost-effective, market-competitive employment programs and benefits consistent with the Institution’s overall strategic plan and objectives to meet fiduciary responsibilities. Incorporating HR best practices is essential when documenting procedures to ensure consistent application of process to facilitate training, and compliance. 

 

WHOI offers an excellent benefits package with many great offerings.  Some highlights are a subsidy for dependent care (in addition to your base salary), flexible work arrangements, generous time off and a "best in class" retirement savings program.  Also, we will assist with relocation expenses.

Essential Functions

Systems: leverage back-end capabilities of systems to optimize HR deliverables

  • Manage the evaluation, planning, and administration of Human Resources systems, including but limited to HRIS and the Applicant Tracking System (ATS).
  • Assess effectiveness of systems in meeting overall strategic objectives and oversee the development and implementation of process improvements for HR systems.
  • Respond to and resolve questions and/or concerns regarding Institution systems.
  • Inform, give advice, and stay current on trends and current development in the field of HR systems.
  • Manage the evaluation, planning and administration of Institution systems as assigned.
  • Serve as the technology resource point-person for HR and act as liaison between the Human Resources Office and the Information Services Office.
  • Coordinate testing of the HRIS system for conversion, upgrades and systematic applications that require troubleshooting HR programs and procedures.
  • Reporting & Analytics: function as a partner with finance planning and analytics 
  • Oversee and respond to all requests for HR data, including recurring and ad hoc requests and reporting, ensuring responses follow HR Data Reporting Policy guidelines.
  • Oversee, prepare and/or submit timely compliance reporting required to appropriate federal and state agencies for in-house, insurance and regulatory purposes, including but not limited to EEO-1, VETS 4-212, and Affirmative Action.
  • Organize and prepare reports to ensure successful annual audits for various plans, including Affirmative Action Plan, all benefit plans, and programs in conjunction with Assistant Director, HR Operations and Talent, the Assistant Director-Benefits, Payroll and Finance and Accounting.
  • Develop HR related metrics and analytics (e.g. benchmarking analysis, HRIS report generation and evaluations, audits, data interpretations, statistical analysis, etc.) for Executive Dashboard reporting and provide support for standard reports on a scheduled and ad-hoc basis. This work is often complex requiring strong analytical and quantitative method skills.
  • Prepare annual HR Budget submission and detailed analysis for financial forecast budget reviews 2x/year, identifying trends and analyzing impact scenarios.
  • Manage third party unemployment vendor relationship. Oversee unemployment claims, review activity and process reimbursable bill payments.

HRIS Management – data-oriented activities

  • Manage and provide support for day-to-day activities of HR Information systems. Acts as a back-up for all HRIS related activities which are performed by the HRIS Data Analyst role.
  • Utilize internal auditing and problem-solving expertise to regularly analyze data as well as leverage back-end IS system knowledge to ensure data integrity.
  • Develop strategies to assure data integrity through consistent monitoring, testing, and auditing and develop quality control of key cost metrics.
  • Collaborate with Information Systems to update and improve systems and processes.
  • Ensures system compliance with data security and privacy requirements.
  • Provides technical support, troubleshooting and guidance to HR Team members.

Day-to-Day:

  • Supervise, train, and mentor the HRIS Data Analyst role which handles day-to-day activities for the HRIS and ATS.
  • Contribute to a positive, collaborative learning environment through teamwork, mentorship, and staff development.
  • Participate in development, implementation, and maintenance of policies, objectives, short-and-long-range planning; develop and implement projects and programs to assist in accomplishment of established goals.
  • Promote existing and new systems and/or policies.
  • Inform supervisor of developments and trends that presently or potentially impact areas of responsibility.
  • Develop, design, update and/or present various communications as assigned internally and externally.
  • Extended work hours, including working from home via VPN is required from time to time on weekends and evenings to meet deadlines.
  • Ability to perform other duties as assigned, which requires being highly skilled and adaptive in all department disciplines to serve as secondary support to HR team during planned or unplanned absences, projects or at other times deemed necessary by HR Leadership.

Education & Experience

  • Master’s degree and/or HR Certification preferred. 
  • Similar work in a higher ed/academic setting very beneficial.
  • 10+ years experience required.
  • Advanced knowledge and experience with MS Excel and Power BI is required.

Special Requirements

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. 

Physical Requirements

This position is mostly sedentary in nature and involves some repetitive motion such as with data entry.  There is also the occasional need for retrieving and replacing files that requires some bending, stooping, pushing and pulling.  This position will work alone as well as around and with others. Physical duties are subject to change. 

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