HR Specialist, Operations

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.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the Human Resources Manager, Operations within the Client Service Team (CST), the HR Specialist, Operations (HR Specialist)’s primary focus is maintaining accurate employee data within our HR systems, including PeopleSoft HR. The HR Specialist is the primary liaison across Human Resources, Information Technology Services (ITS) and Payroll Services with respect to accuracy and quality of data and resolving errors. A key focus of this role is to oversee and conduct pre and post payroll confirmation audits throughout the employment cycle, identifying process improvements and supporting the delivery of training to ensure that all data entry is performed accurately and consistently.

Job Description

KEY RESPONSIBILITIES:
• Oversee all data auditing processes (pre and post payroll confirmation) in preparation for payroll processing.
• Works alongside HR Support representatives to review data inputs and audit results to ensure accuracy and integrity of data. Provide coaching and mentoring to HR Support Representatives on process documentation and best practices.
• Oversees group benefits and pension audits, ensuring accurate enrolments and deductions are applied, working with Total Compensation and Payroll services to address errors. Working closely with HR Manager, Operations and Total Compensation to implement improvements.
• Identifies trends in data processing errors and assists in the development and delivery of training and process documentation.
• Acts as the key participant in annual salary review, overseeing data audits and ensuring all information is gathered and input accurately to ensure a successful process.
• Collect, review, compile and report data from various sources including PeopleSoft, CareerQ and JDXpert to respond to data requests and/or identify inefficiencies and assist to streamline processes to support day-to-day operations. Acts as a key collaborator in complex scenarios, identifying risks and best practices to ensure accuracy and consistency.
• Work with Human Resources Management Systems team to develop new reports or queries to support business needs.
• Participate in system enhancements, including conducting User Acceptance Testing and implementation. Support training needs across the HR team including contributing to change management discussions and initiatives.
• Partner and collaborate across Human Resources, Information Technology Services (ITS) and Payroll Services to resolve technical issues. In all interactions works with the goal of identifying and actioning process improvements. Proactively identifies opportunities for system optimization and efficiency improvement, recommending and implementing enhancements as required.
• Provides support to HR Administrators during peak data entry periods with data entry activities to ensure all deadlines are met.
• Identifies trends and opportunities to enhance client service relationships.
• Provides consultative advice to Human Resources, employees and management relating to University policies, procedures and/or collective agreements interpretation and application related to payroll processing and data entry. Identify when to engage with HR Manager, Operations and/or other HR leadership or HR Specialists as required.
• Undertake other duties in support of the position and/or department, as required.

REQUIRED QUALIFICATIONS:
• Post-secondary education in a relevant field of study; a focus on human resources is considered an asset.
• Three years to five years of data analysis or human resources, preferably in a unionized environment.
• Comprehensive knowledge of Employment Standards, Human Rights and other applicable legislation. Familiarity with University policies and procedures, collective agreements and organizational structure considered an asset.
• Demonstrated computer expertise with Microsoft Office, specifically Word and Excel. Previous experience in PeopleSoft considered an asset.
• Satisfactory Criminal Record Check required.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Respects and foster equity, diversity, inclusion and indigeneity in the workplace.
• Advanced analytical skills with the ability to collect, organize and analyse large data sets efficiently.
• Demonstrated success in a dynamic, fast-paced environment with a strong client focus
• 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.
• Concise writing and editing abilities to develop clear and concise training and process documentation.
• 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.
• Able to deliver presentations to diverse audiences.
• Computer skills including advanced knowledge of word processing, database, data retrieval, spreadsheet software, etc.
• Familiarity with Human Resources Information Systems, preferably PeopleSoft, considered an asset.

DECISION MAKING:
• Determines eligibility related to various HR programs (such as benefits, childcare and tuition applications).
• Determines or recommends an effective course of action to staff on the University’s application and administration of policies, collective agreements and related procedures based on established interpretations, past practices and / or legal precedent.
• Uses judgment to identify more complex matters that should be referred to appropriate HR Specialist / HR Director, Manager or Team Lead and ensures comprehensive background information is collected and shared.
• Makes recommendations on job description content.
• Determines appropriate response to a range of client inquires and when to include HR Advisors and/or HR Support Representatives Takes all necessary steps to resolve the matter on own where possible and assesses whether additional resources, research or consultation is needed.
• Prioritizes own work within confined timeframes and with minimal supervision.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.