HRIS Specialist

ABOUT THE UPPER GRAND DISTRICT SCHOOL BOARD (UGDSB)

The UGDSB employs a team of approximately 4,000 dedicated staff who serve more than 35,000 students attending a variety of programs across 65 elementary and 11 secondary schools as well as continuing education and adult learning centres in the counties of Dufferin, Wellington, and the City of Guelph. The UGDSB covers the ancestral and treaty lands of the Mississaugas of the Credit, the Six Nations of the Grand River, and Saugeen Ojibway Nation.

The UGDSB is committed to supporting student achievement and well-being through our team of dedicated staff and strong learning communities, always striving to meet the diverse needs of our students. Our employees are empowered to contribute in meaningful ways to the success of our students and the greater organization.

THE OPPORTUNITY

The UGDSB is seeking a dynamic individual to join our team in the capacity of HRIS Specialist.

Location: Guelph Board Office (500 Victoria Rd. N, Guelph, ON)

Salary Range: $100,914 to $121,029 per year; 40 hours per week

Board Information: 1.0 FTE; 12 months; permanent, full-time; Administrative Employees

Reporting to the Senior Manager of People Leadership & Culture Services, with “dotted line” reporting to the Project Manager, ERP, the Human Resources Information System (HRIS) Specialist acts as the key HR liaison to a variety of stakeholders in support of the Board’s ERP implementation.

The HRIS Specialist is responsible for the governance of HR processes, process maps, documentation, standardization, and knowledgebase documentation for the Board’s ERP optimization. This position works laterally across HR and the organization to identify inter-dependencies of process, policy, program, and system changes.

The HRIS Specialist collects data and analyze it to improve HR strategies and processes and suggest ways to increase the functional productivity and workflow of the department. The HRIS Specialist will support various departments with their automation, integration, and configuration of processes, ensuring standardization across the organization.

Responsibilities:

HR Processes and Documentation

• Overall responsibility for the governance of HR processes, process maps, documentation, knowledgebase documentation during the transition to new systems (e.g., ERP, HRIS).
• Map out processes, identify interdependencies, and understand where technology can be leveraged to refine or eliminate non-value-add process steps.
• Maintain a change log for all processes during the transitions, outlining impacts to existing programs, policies, and procedures.
• Develops, documents, and maintains all current and new HR process workflows for efficiency and compliance.
• Identify specific changes to policy and practice that need to be realigned to the desired future state.
• Actively identifies and resolves issues or opportunities for enhanced user experience and other HRIS integrations.

ERP Project Support

• Works closely with Project Manager – ERP to provide clarity and documentation on HR processes to ensure the successful transition to other systems with no disruption to service.
• Acts as main HR liaison between Payroll, Human Resources and Finance related to questions related to ERP implementation.
• Collaborate with leaders to identify changes, prioritize optimization opportunities, and coordinate sequencing across HR; define the level of impact, associated risks, and coordination of timing and communication plans.
• Partner with HR Leadership to identify and proactively implement solutions to key pain points.
• Coordinate with IT and other departments as required to identify areas of improvement, recommend changes, and implement functional solutions for existing systems. 
• Work in consultation with and support the change management and functional analysts.

Communication, Training and Development

• Support the design and creation of content and educational materials related to processes and standard operating procedures.
• Translates functional requirements into work breakdown structures and technical specifications via information gathering, workshops, sessions, and interviews.
• Develop and implement end-user training.
• Develop communication tools to embed change projects and collaborate with Managers to ensure that processes for their areas are effective and executed in a timely manner.

Reporting and Analysis

• Monitor and quantify efficiencies across HR stemming from all transitions and implementations
• Maintain a process taxonomy and methodology to organize and assess core processes.
• Regularly review and troubleshoot processes and HR data to identify opportunities for further improvement.
• Maintain and administer ad hoc report writing tools for end users.
• Support data analysis work to provide relevant, actionable feedback to project team.  

Experience and Qualifications:

• Post Secondary Degree / Diploma in Human Resources, Business Administration, or another related field.
• Minimum of seven (7) to ten (10) years of progressive HR experience with a focus on processes, ERP implementations, and technologies.
• Completion of the Certified Human Resources Professional (CHRP) designation or in progress is preferred.
• Certified Human Resources Leader (CHRL) designation, Certified Change Management Professional (CCMP) designation and/or Project Management certification considered assets.
• Proven experience in Change Management Practices and Project Management.
• Demonstrated experience with various HRIS platforms.
• Prior experience in a unionized / school board / public sector organization considered an asset.
• Ability to learn innovative technologies (ERP, specialized software), often using a self-teaching approach.
• Ability to analyze business processes and systems, identify inefficiencies and/or required functional enhancements, and document business processes and procedures.
• Ability to translate business needs into clear requirements that will enable the design of flexible solutions to enable business strategies.
• Ability to understand and effectively articulate functionality of technology solutions to business and IT teams at various levels.
• Strong analytical skills combined with the ability to work under pressure to meet competing deadlines, with a strong attention to accuracy and detail.
• Excellent judgement and creative thinking skills in decision making situations.
• Good mathematical, statistical, analytical and research skills, combined with the ability to redesign business processes and maintain system integrity.
• High level of proficiency using software such as Microsoft Office (Word, Excel, PowerPoint, and Visio), HRIS, and other database systems. Excellent knowledge of processes to import / export electronic data.
• Current knowledge of operational needs and practices of PLC/HR with a focus on ERP system functionality used for transaction processing, data retention, records management, and management reporting needs.

APPLICATION DETAILS

Candidates are invited to email their cover letter and resume in PDF format to ae.jobs@ugdsb.on.ca,specifying ‘Job Code 24AE17’ in the subject line, no later than 4:00 p.m. on August 22, 2024. While we thank all applicants for their interest in working for the UGDSB, we wish to advise that only those selected for an interview will be contacted.

Please note: An original Vulnerable Sector Check (VSC) must be provided prior to the commencement of employment (if the successful candidate is external). The VSC must be dated within 6 months of the start date of employment. For further information, refer to the UGDSB’s Criminal Record Check requirements.

INCLUSIVE RECRUITMENT & HIRING

Employment Equity

The UGDSB is committed to disrupting systemic racism and oppression in all of its forms. We are committed to building a diverse staff that is reflective of and adds value to the community and students we serve. We actively encourage applications from members of groups who have historically and/or currently experience marginalization and/or barriers to equity, including, but not limited to:

First Nations, Inuit, and Métis peoples, and all other Indigenous peoples Persons of marginalized sexual orientations, gender identities, and gender expressions Members of groups that commonly experience discrimination based on race, ancestry, ethnicity, colour, religion and/or spiritual beliefs, or place of origin Persons with visible and/or invisible disabilities At UGDSB, we recognize that many of the identities listed above do not exist in a single form and are often intersecting, creating complex and unique experiences for applicants. We value the contributions that each person brings and are committed to creating and maintaining an environment where everyone can participate fully, thrive, and reach their full potential. Please visit Safe, Equitable and Inclusive Schools to find out more about equity, diversity and inclusion at the UGDSB.

Accommodation & Accessibility

We seek applicants with a wide range of abilities, and we provide an accessible candidate experience. If you require accommodation at any phase of the recruitment process, please contact wellness@ugdsb.on.ca.