Analyst of Human Resources Information Systems

Elgin Community College

United States, Illinois, Elgin

1700 Spartan Dr (Show on map)

Nov 15, 2024

About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person-students, staff members, faculty members, and campus visitors-feels valued. The work of each ECC employee is central to the college's mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

8:00 AM to 5:00 PM Monday through Friday

Rate of Pay:

This position is a grade 214 with a minimum of $58,575 and a mid-point of $78,100. Salary offer will be commensurate with the education/experience, in alignment with the College's compensation philosophy, and the current CBA, if applicable.

FLSA Status:

Exempt

Grant Funded:

Job Summary:

An employee in this classification performs work of considerable difficulty designing and maintaining HR information systems. The Analyst is the primary liaison to the system users, including HR leadership and staff, curriculum users, managers and employees. Work is distinguished by the ability to act in the capacity of analyst or project manager as the primary liaison to system users, including Human Resource leadership and staff, curriculum users, managers and employees.

In brief, this position exists to:

Protect investments the college has made in HR technology
Further automate very complex and paper-driven HR processes
Improve the quality of HR services and productivity creating collaboration and transparency
Get consumable data into the hands of executive leaders, supervisors and stakeholders for driving action and informing policy decisions while ensuring compliance with regulatory, contractual, and procedural requirements.

General supervision is received by the assigned manager.

Required Knowledge, Skills & Abilities:

Bachelor's degree in Computer Science, Business Analytics, or related discipline with minimum 3 years' relevant work experience and the ability to demonstrate expertise, skill or proficiency in data management
Knowledge of HR, Payroll laws, regulations, and best practices in a union environment
3 or more years of report writing and SQL, preferably Informer reporting experience, as well as Advanced Microsoft Excel, Windows, MS Office
Preferred experience with SQL, writing scripts or another object-oriented language
Strong understanding of ERP systems, Ellucian Colleague preferred
Experience creating and implementing test plans to test software upgrades and system patches
Proven project management experience involving automating business processes and/or systems analysis
Excellent analytical skills and creative problem-solving skills demonstrating excellent judgment
Ability to become proficient with new software in a short timeframe
Excellent interpersonal, team-building, facilitation, and presentation skills
Ability to handle confidential information
Excellent communication skills with technological translation skills including: translating technical information in non-technical terms and business requirements into technical specifications
Ability to create technical specifications and clear documentation
Ability to multitask in a fast-paced ever-changing environment, and refocus priorities immediately when circumstances dictate.
Must be available to work a flexible schedule, including evenings and weekends when required by the department's needs.

Desired Knowledge, Skills & Abilities:

Perform other job-related duties as assigned which pertain to the job description.
Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Essential Duties:

Software implementation projects (business analyst and project manager roles):

o Leads project teams
o Identifies user needs and requirements,
o Defines project scope,
o Assesses and selects vendors,
o Completes detailed user requirements,
o Prepares communication plans,
o Completes project risk assessments and contingency plans,
o Develops and executes testing plans, leading end users through the testing to be completed.
o Completes system configuration or works with the vendor to complete configuration,
o Prepares system rollout and training plans,
o Writes new and updated procedures
o Programs client-side JavaScript, HTML and reporting
o Programs WorkForce Software (eTime) scripting language to implement changes required or due to contract language.
o Trains both internal users and users external to HR on various HR-related applications (Informer, eTime, Org Chart, Imaging, TMS, etc.)
o Manages project budget and vendor relationship
o Assigns and monitors work tasks to other members of the project team to ensure a successful implementation
o Ensures project completes to scope within budget and on time

Maintain, upgrade and modify existing HR and Payroll systems and integrations (business analyst and project manager roles):

* Upload and maintain all HR-related documents posted to the ECC website (elgin.edu) and intranet (eNet)
* Review current government tax forms (W-2, 1095-C) for changes and program necessary software changes to accommodate them and ensure successful processing, printing, and mailing.
* 6 Ellucian/Colleague modules, eTime, PageUp, PeopleAdmin, the portal, self-service, Web Advisor, EllucianGo and interfaces with General Ledger, Budget, Curriculum, Faculty Information, Financial Aid, Accounts Receivable
* Talent Management System - manage requirements gathering process, develop requirements, coordinate vendor/internal development and implementation, develop test plan, manage testing, act as system administrator, support users, reports and manage issue resolution with vendor/IT, program client-side HTML and scripting, develop and maintain reports
* Applicant Tracking System - manage system upgrades and testing, manage requirements gathering process, develop requirements, coordinate vendor/internal development and implementation, develop test plan, manage testing, support users, report and manage issue resolution with vendor/IT, develop and maintain reports, and maintain scripts,
* eTime - manage system upgrades and testing, manage requirements gathering process, develop requirements, coordinate vendor/internal development and implementation, develop test plan, manage testing, report and manage issue resolution with vendor/IT, develop and maintain reports, update system policy scripts, develop training materials and train users, provide ongoing support
* Informer - manage system upgrades and testing, manage requirements gathering process, develop requirements, develop reports, manage testing, manage report schedules, program report JavaScript code, develop custom export templates, write custom native SQL reports, manage issue resolution with vendor/IT, develop training materials and train users, and provide ongoing support
* Imaging (ImageNow) - manage requirements gathering process, develop requirements, coordinate vendor/internal development and implementation, develop test plan, manage testing, report and manage issue resolution with vendor/IT, develop training materials and train users, and provide ongoing support
* Rave Security Alerts (data extract and feed) - manage requirements gathering process, develop requirements, coordinate vendor/internal development and implementation, develop test plan, manage testing, report and manage issue resolution with IT, and provide ongoing support
* Online Org Chart - manage system upgrades and testing, manage requirements gathering process, develop requirements, coordinate vendor/internal development and implementation, develop test plan, manage testing, report and manage issue resolution with vendor/IT, develop training materials and train users, provide ongoing support
* Bottom Line Technologies (paycheck printing)
* Network enabling/disabling data feed
* eNet content - manage all HR-related documentation that gets posted to the intranet site, update the content in the CMS system including necessary HTML changes, test, and provide ongoing support
* All other third party systems and data feeds. (e.g. SafeColleges, SkillSoft, Employee ID validation, etc.)

Maintain, upgrade and modify existing HR and Payroll systems and integrations (business analyst and project manager roles):

Maintenance, Upgrade and/or System Modification Tasks:

* Systems updates/upgrades
o Leads project teams
o Identify changes to existing procedure, integrated systems, reporting and/or other impact of software updates
o Test software updates (develop and execute testing plan), leading end users through the testing to be completed.
o Roll-out - develop go-live plan, communicate and implement procedural or other system modifications as needed. Train end users as needed.
* System modifications/enhancements
o Implement modifications to existing systems:
* In order to remain in compliance with new legal requirements (e.g. the HIRE act), administrative procedures and board actions.
* In order to implement new programs (such as 457(b)) or HR procedures
* In order to improve efficiency, user experience, reporting etc.
o Develops plans for and implements collective bargaining agreement necessitated changes to software, processes, and reporting. These include such things as key code table updates (salary benefit, leave, etc), salary changes, unit eligibility changes, benefit rate changes, timekeeping rule changes, etc.
* Ensure appropriate access rights are in place
* Maintain key system codes such as tax tables, salary tables, benefit rates, leave accrual rates, SURS deductions, and fee schedules. It is critical that this information is entered correctly to prevent payroll or benefit miscalculations that negatively impact the college or employees, audit findings or regulatory compliance issues and penalties. Create saved lists and/or files and runs key batch processes such as benefit changes, leave accruals, salary adjustments, employee communications and various contract-related time-sensitive processing.
* Updating the federal, state, and institutional mandated documents (contracts) on the ECC website and internal portal to ensure it is complete and accurate.

Resolve systems issues to keep critical HR and Payroll operations running smoothly

* Participates in HR performance improvement team meetings to analyze problems or issues within the department processes and proposes solutions and/or new software.
* Primary contact for system end-users of all HR, Payroll, eTime, Imaging, Rave systems and distributed reporting.
* Escalated point of contact for curriculum, manager, employee and applicant users of HR systems (HR staff are generally the first point of contact)
* Research and resolve system and/or data issues in a timely manner
* Track issues for future reference and resolution, and maintain documentation
* Acts as liaison between ECC and our system vendors to ensure that our software parameters are correct, the application is up to date, data integrity is not compromised, and that the system is online and available for the users.
Report Design & Development

* Identify reporting needs, write requirements, and develop reports necessitated by the college and/or to satisfy government regulations. For example, the development of the Unapproved Time Sheets report to identify potential audit concerns related to Financial Aid.
* Meet with users to facilitate conversation, provide direction and potential options to meet or exceed their needs, and translate those needs into business requirements that provide the optimal solution.
* Interpret business requirements and translate into technical requirements regarding any database changes and/or define access permissions and then communicate them to IT to implement
* Program the report according to the established requirements, program special processing JavaScript code, and format the output to specifications.
* Design and maintain report distribution schedule configuration and automated communications
* Assist in setting up tables and defining data fields to ensure proper reporting of data to internal and external customers.
Report Preparation and Analysis

* Develop requirements, design and develop report, program scripting, test, implement, and maintain complex reports for both internal and external stakeholders, including:
o ICCB Reports - C1/Supplementary Survey, C3, Recognition visits
o IPEDS
o Budget Data (used by Finance to build the budget surrounding employees and benefits)
o Audit Data (used by both the College's auditors and external auditors)
o Negotiations data requests
o FOIA requests
o Other miscellaneous such as economic interest statement, new unit adjunct faculty, inactive staff/faculty etc.
* Analyze programming changes needed each year in order to stay in compliance with ever-changing ICCB MIS requirements. Communicate technical requirements to IT.
* Oversee and direct data scrubbing that needs to be performed by system users. Prepare a file for IT to load to Colleague when possible.
* Identify, define, and setup data feeds to various systems (internal and external)
* Resource to the HR department for their data analysis (including Finance, auditors, data-validation, etc) needs
Documentation and Training

* Prepare and maintain procedural and system documentation
* Train end users
* Attend various system training and networking events to keep up-to-date with current feature/functionality to share with end-users
Supervision, Representation, and Backup

* Backup for the Senior Director of HRIS in day-day operations including project meetings and Analyst team representation
* Supervise the HRIS Data Specialist in the absence of the Senior Director of HRIS (vacation, meetings, otherwise)
Collaborate with IT and other departments on college/department needs and issues and determining a resolution for them

Other Duties:

Perform other job-related duties as assigned which pertain to the job description.
Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Physical Demands:

Light (up to 25 lbs occasionally or 10 lbs frequently)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The initial posting date for this position is 01/25/2024. Elgin Community College Support Staff Association (SSECCA) members that apply by 02/01/2024 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College's EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.