HR Data Administrator

at  Queens University

ABOUT QUEEN’S UNIVERSITY

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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JOB SUMMARY

The Human Resources (HR) department is a dynamic department that is looking for a Human Resources (HR) Data Administrator to manage the day-to-day data entries for all Queen’s University employees into the Enterprise Solution – PeopleSoft. As a member of the Client Service Team (CST) the HR Administrator will be reporting to the Human Resources Manager, Operations.
The role of HR Administrator is a critical role in CST as their work directly impacts accurate payroll for our employees by ensuring employees are paid on time and in accordance with legislation, collective agreements and policies through data entry into our Human Resources Information System (HRIS) HR PeopleSoft. Information to support this data entry will be provided by various colleagues including HR Advisors, HR Directors and Staffing Officers. A key partner within this process is Payroll Services with whom the incumbent will work with to resolve complex processing issues, complete payroll audits and other payroll related activities.
In addition to the day-to-day operations the HR Advisor will support system updates and upgrades by completing user acceptance testing (UAT) with our Human Resources Management Systems (HRMS) team and Information Technology Services (ITS) teams.

REQUIRED QUALIFICATIONS:

• Diploma or post-secondary degree in an applicable field, combined with 2-3 years of data entry or payroll related work experience. Work experience in a unionized or complex environment is considered an asset.
• Previous experience completing data entry activities in an HR Information System and similar software. Experience with PeopleSoft is considered a strong asset.
• Experience with Microsoft Office applications including MS Word, MS Excel, MS Outlook and MS Teams.
• Satisfactory criminal record check required.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strong detail orientation with the ability to identify and resolve concerns with data.
• Capable of building effective, productive and professional work relationships, demonstrating a strong client focus.
• Strong verbal and written communication skills combined with an ability to adjust communication style for the audience.
• Strong organizational and multi-tasking skills to prioritize workload and meet deadlines.
• Ability to work in a collaborative team environment while being able to problem solve independently.
• Ability to effectively handle sensitive situations and determine when to involve others.
• Ability to recognize political sensitivities and treat matters confidentially, demonstrating tact and diplomacy.
• Adaptability to respond to changing client needs, or HR department demands.
• Effective analytical and research skills.
• Computer skills including advanced knowledge of word processing, database, data retrieval, spreadsheet software, etc.

• Data entry for all employee data in the PeopleSoft system, including new hires, renewals, transfers, salary increases and changes to terms of employment, such as hours of work, reporting and terminations. Perform all data entry accurately and in accordance with applicable legislation, collective agreements or university policies.
• Maintain benefit and pension enrolments, waivers and terminations for all employees.
• Ensure all HR PeopleSoft processing deadlines are met for two bi-weekly, and a monthly payroll.
• Act as the primary point of contact for employee payroll inquiries.
• Build and maintain close working relationships with colleagues and payroll services to ensure all information is received accurately and in a timely manner to ensure employees are paid on time and manage any overpayments or underpayments with payroll services.
• Conduct weekly, bi-weekly and monthly audits and make any adjustments required based on the content of the audits in advance of payroll processing.
• Identify and recommend changes to administrative and data entry procedures and assists with implementation and change management activities. Actively seeks and provides/recommend solutions to HR Manager, Operations to ensure continuous improvement of the processes and ways of working.,
• Identifies trends and opportunities to enhance client service relationships.
• Provides support and troubleshooting to clients with responsibility for decentralized hiring and time reporting activities.
• Provides technical support to clients on Peoplesoft issues, including initial troubleshooting and diagnoses, and escalating more complex matters appropriately.
• Supports HR departmental projects and initiatives such as annual salary review process, training programs, business process reviews.
• Collaborates with Human Resources Management Systems (HRMS) and Information Technology Services (ITS) to test and correct system issues and processes in HR PeopleSoft.
• Undertakes other duties in support of the position and / or department as required.