Human Resources Specialist

The Human Resources Specialist is responsible for maintaining and managing the HR information system (Colleague) to ensure accurate and timely data entry for all employment-related transactions. This role focuses on creating position ID codes as well as completing the associated data entry to attach new hires (full and part-time) to positions in Colleague, entering stipends and additional assignments, setting up contractors, tracking and managing employee immigration status, and ensuring all employment documents and processes are complete prior to the first day of employment.  The HR Specialist ensures data integrity, compliance, and supports HR operations.

The Human Resources Specialist is responsible for maintaining and managing the HR information system (Colleague) to ensure accurate and timely data entry for all employment-related transactions. This role focuses on creating position ID codes as well as completing the associated data entry to attach new hires (full and part-time) to positions in Colleague, entering stipends and additional assignments, setting up contractors, tracking and managing employee immigration status, and ensuring all employment documents and processes are complete prior to the first day of employment.  The HR Specialist ensures data integrity, compliance, and supports HR operations.

Responsibilities

• Position & Data Management
• Create and maintain Colleague position ID codes and positions for full and part-time new hires.
• Set up contractor positions in Colleague.
• Track and manage employee immigration status.
• Ensure all new hire employment documents and processes are complete prior to the first day of employment.
• Process the personnel action reports for the monthly Board of Trustees meetings.
• Process all employee separations in Colleague as well as the associated institutional processing.
• Ensure I-9 forms are properly processed, filed, and audited on a quarterly basis.
• Process all employee additional assignment requests.
• Enter stipends and other compensation adjustments accurately and timely.
• Maintain employee records and ensure data integrity.
• System Administration & Compliance
• Troubleshoot new hire/rehire/separation Colleague issues and collaborate with IT for solutions.
• Ensure all position and pay data comply with institutional policies and legal requirements.
• Reporting & Collaboration
• Generate accurate reports for HR leadership as requested.
• Collaborate with HR and IT teams to improve processes and maintain system efficiency.

Qualifications & Requirements

• Education 
• Associate’s degree in a Human Resources related field or the equivalent number of years of proven professional HR experience.
• Experience 
• A minimum of three (3) years of proven work experience in Human Resources.
• A minimum of three (3) years of data entry experience.
• Skills & Competencies 
• Strong attention to detail and ability to manage high-volume data entry.
• Proficiency in all Microsoft Office 365 products including Word, PowerPoint and EXCEL.
• Proficiency in HRIS systems with Colleague HRIS experience preferred.
• Excellent organizational and problem-solving skills.
• Excellent customer service, organizational, and time managements kills.
• Ability to work under pressure and timelines.
• Ability to work with minimal supervision once fully trained in the position requirements.
• Core Competencies 
• Technical Expertise: Skilled in HRIS systems and data management.
• Attention to Detail: Ensures accuracy in position and pay data.
• Problem-Solving: Ability to troubleshoot system issues effectively.
• Collaboration: Works closely with HR and IT teams.