HR Information Systems Associate III

HR Information Systems Associate III
The mission of the AllenInstitute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the AllenInstitute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.
The Allen Institute is seeking a HR Information Systems Associate to support the functionality and maintenance of the broader HR & Systems teams. In this role, you will support and assist subject matter experts, ensuring accuracy and integrity throughout our HR and administrative systems. This position will be responsible for data entry, system reporting, and employee account information. As well as learn to serve as a technical point of contact for system upgrades, patches, testing and other fixes.
The ideal candidate has a deep passion for supporting the employee experience and fosters a strong passion within themselves and others for our unique mission-based non-profit. Further, the HRIS Associate II will maintain a strict standard of confidentiality in handling sensitive information, reports, and correspondence.
The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.
Essential Functions
General System Support

• Manage data entry and integrity across multiple HRIS Systems (e.g. ATS, LMS, HCM)
• Provide support with HR system functionality, including research, troubleshooting, auditing, and resolve data issues as needed
• Support a variety of reports, metrics, and dashboards using appropriate reporting tools
• Assist in review, testing, and implementation of HR system upgrades or maintenance patches
• Update process documentation, procedures, and guidelines as needed with a mindset of continuous improvements and integrity of processes
• Respond to inquiries and troubleshoot employee systems issues
• Deliver on team's service level agreement with proactive and timely follow up; keep employees informed of progress or resolution of their inquiry
• Act as administrative owner for key HR processes and programs and maintain a standard process with great attention to detail
• Be a strong partner with the overall Human Resources team and cross functional teams, ensuring handoffs and processes are seamlessly executed and continuously improved
• Continuously increase both HR knowledge and HRIS application/tools knowledge
• Miscellaneous support duties, as assigned

Applicant Tracking System (Clear Company) Support

• User Management - New Hire user set up, SSO and permissions; audit ATS to HCM user data and monitor for terminations and suspension of access as appropriate
• Stock Forms Management - Create, update and deploy stock preboarding forms (i.e., federal and state income forms, I-9, etc.)

Human Capital Management System (Oracle) Support

• New Hire Data Entry - Manual entry of new hire information into HCM
• Change Form Notifications - Generate and process employee Change Form Notifications; ensure data is shared with all appropriate parties and systems (i.e., HCM & Payroll)
• Data Audit - Conduct regular interval data integrity audits across multiple systems (ATS, LMS, HCM)
• Reporting - Assist with data collection for requested reports
• Oracle Customer Service - Respond to employee HCM questions; provide End User Support for small issues

• Seasonal Activities - Provide administrative support for seasonal activities such as performance reviews, goal setting, compensation planning and open enrollment

Learning Management System (Cornerstone) Support

• Manage Non - Employee Accounts - Communication with mangers, setting up, inactivating, or merging accounts and conducting quarterly audits with Security and Facilities
• Instructor Led Training Management - Send attendance and enrollment reminders to the instructors along with registration reminder communications
• Change Form Notification Assignments - Monitor Change Form notifications and amend learning assignments as appropriate; deactivate or cancel training and systems access for terminated employees
• Past Due Assignments - Audit LMS for on-time assignment completion; send follow up and reminder emails as appropriate
• Learning, Experience and Development Inbox Management - End User Support for small issues such as password resets, investigating why a course is not complete, supporting instructor led training registration and withdrawal questions, feed and Oracle notifications

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management's assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
Required Education and Experience

• High School Diploma or equivalent
• 3 years of experience in HR Information Systems, data analysis, reporting, and/or employee information management
• MS Office 365 Intermediate to Advanced skills including Sharepoint, Teams, Outlook, Word, Excel, PowerPoint, Visio, PowerBI, PowerApps

Preferred Education and Experience

• 5 years of experience with reporting, data analysis, and employee information management
• Direct experience with Oracle Cloud HCM, Clear Company ATS, and/or Cornerstone LMS
• High degree of personal organization and attention to detail
• Strong Customer-focused and responsive approach
• Ability to enjoy coordinating many tasks simultaneously
• Ability to maintain a strict standard of confidentiality in handling sensitive information, reports, and correspondences
• Ability to learn new systems and processes, and to collaboratively improve existing processes
• SHRM Certified Professional (SHRM-CP) or Senior Certified Professional (SHRM-SCP); or HRCI Certified Professional in Human Resources (PHR) or Senior Professional in Human Resources (SPHR)
• Training or experience in TQM, Six Sigma or Lean

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• This role is currently able to work both remotely and onsite in a hybrid work environment. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Comments

• **Please note, this opportunity does not offer visa sponsorship or relocation assistance

Annualized Salary Range

• $57,219 - $83,921 *

* Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable.
Benefits

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outline in the Allen Institute's Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute's 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute's benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities