Human Resources Information System Administrator (onsite)

VISION: Transform the university through the power of generosity.

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE: The Human Resources department of the OSU Foundation is dedicated to fostering a supportive and dynamic work environment that attracts, engages, and develops top talent. Our primary purpose is to provide strategic human capital management and support that aligns with the OSU Foundation’s vision, mission and goals. By focusing on employee-centric practices and cultivating a culture of excellence, Human Resources uniquely supports the functions of the OSU Foundation through employee engagement, employee relations, talent management, and operational efficiency.

PRIMARY PURPOSE: The HRIS Administrator serves as a functional owner and organizational champion for UKG and other Human Resources technology platforms.  This position ensures accuracy, effectiveness, accessibility, and continuous improvement of Human Resources systems and employee data.  This position combines technical system knowledge, detailed operational execution, employee support, reporting and analytics, and proactive process improvement to help Human Resources and organizational leaders make informed decisions and maximize the value of Human Resources technology.

This position will be based onsite in the OSU Foundation's Stillwater, Oklahoma office.


KEY AREAS OF FOCUS:
HR Technology Ownership and Optimization (35%)

• Serve as the primary functional administrator and internal resource for UKG, including Core, Recruiting, Onboarding, Benefits, Payroll, Timekeeping, Learning, Performance Management, and Reporting/Data Analytics.
• Review UKG notifications, outstanding workflow items, system errors, and employee requests; determine the appropriate resolution and follow each item through completion.
• Respond to employee and manager questions about logging in, updating information, completing assigned tasks, approving timecards, accessing pay information, and using available UKG features.
• Create, update, and deactivate UKG user accounts, security roles, permissions, workflow assignments, and other system access based on approved requests.
• Review and test UKG configuration changes, workflows, business rules, notifications, forms, and reporting updates before they are moved into production.
• Submit and manage UKG support cases by troubleshooting and communicating with the vendor, and verifying that the solution resolves the original concern.
• Monitor UKG release notes, system announcements, and product updates; identify changes that may affect HR processes, employees, managers, payroll, or existing system configuration.
• Manage system issues, enhancement requests, configuration decisions, testing results, and completed changes.
• Meet regularly with HR and Payroll team members to identify system concerns, repetitive tasks, reporting needs, and opportunities to use existing UKG functionality more effectively.
• Review current manual processes and recommend practical improvements, such as revised workflows, automated notifications, electronic forms, approvals, reports, or employee self-service options.
• Coordinate system changes with Payroll, Technology Services and Security, and other stakeholders to ensure changes are properly tested, communicated, and documented.
• Maintain written procedures and system documentation so recurring duties can be completed consistently and supported during absences or staffing transitions.

 
HR Operations, Payroll Preparation, and Data Integrity (30%)

• Prepare Personnel Action forms for new hires, compensation changes, transfers, promotions, job changes, leaves, status changes, and terminations; obtain required approvals and retain supporting documentation.
• Enter approved employee and position changes into UKG and verify that the effective date, job, department, supervisor, compensation, employment status, and other related fields are accurate.
• Process new hires in UKG, confirm that required information is complete, assign applicable onboarding activities, and follow up on missing employee or manager tasks.
• Process employee separations and other status changes in UKG, including updating records, ending applicable assignments or access, and completing related payroll documentation.
• Review employee timecards before each payroll deadline for missing punches, unapproved time, incorrect pay codes, leave entries, exception messages, and other discrepancies. Contact employees or managers regarding timecard corrections and monitor outstanding items through completion.
• Prepare timekeeping reports for Payroll according to the established semi-monthly and monthly payroll schedules.
• Conduct regular audits of employee records, including demographic information, job and position data, supervisor assignments, compensation, employment status, work location, and organizational structure.
• Review UKG records for missing, duplicate, outdated, or conflicting information and coordinate corrections with the appropriate HR team member.
• Reconcile information between UKG modules and related systems when discrepancies are identified.
• Maintain accurate job, position, department, location, supervisory, and organizational records in UKG.
• Monitor upcoming effective dates, incomplete HR transactions, pending approvals, and recurring deadlines to ensure changes are completed on time.
• Organize and retain transaction documentation, audit results, payroll reports, and process records in accordance with established recordkeeping practices.
• Handle employee and payroll information with appropriate confidentiality and report access or data-integrity concerns promptly.

 
Reporting, Analytics, and Dashboards (20%)

• Prepare recurring headcount, turnover, retention, vacancy, timekeeping, and other workforce reports, as requested.
• Respond to ad hoc data requests from HR team members, managers, and the Executive Leadership Team by clarifying the request, identifying the appropriate data source, and producing the requested report.
• Create and maintain UKG reports, queries, filters, calculated fields, and data extracts needed for HR operations and workforce analysis.
• Review report results for missing records, duplicate entries, unexpected totals, incorrect effective dates, or other inconsistencies before distributing the information.
• Reconcile report totals to UKG records or other approved source data and research differences before finalizing reports.
• Maintain dashboards that display agreed-upon workforce measures in a clear and useful format for HR and organizational leaders.
• Refresh dashboard data according to the established schedule and confirm that filters, calculations, labels, and visualizations remain accurate.
• Calculate and track established HR measures, including headcount, turnover, retention, vacancies, and timecard accuracy, using consistently defined methodologies.
• Maintain a report inventory that identifies each recurring report, its purpose, audience, data source, calculation method, frequency, and distribution schedule.
• Document definitions and calculation methods for HR metrics so information is produced consistently over time.
• Identify patterns, exceptions, or significant changes in workforce data and provide a concise explanation of the findings to HR leadership.
• Create report templates and standardized data files that reduce repetitive manual preparation.
• Review recurring reports to determine whether they can be simplified, combined, automated, or replaced with a dashboard.
• Maintain appropriate access controls and confidentiality when creating, storing, or distributing reports containing employee information.

 
Employee Enablement, Digital Content, and System Adoption (15%)

• Serve as the first point of contact for routine employee and manager questions about UKG navigation, employee self-service, timekeeping, assigned tasks, profile updates, reports, and other available features.
• Research user questions and provide clear, step-by-step guidance or escalate technical issues when additional vendor or internal support is needed.
• Track common UKG questions and recurring user errors to identify topics that need clearer instructions, additional training, or a system change.
• Create and update UKG job aids, quick-reference guides, frequently asked questions, screenshots, recorded demonstrations, and other self-service resources.
• Conduct UKG training for new employees and provide role-specific instruction for new managers, timecard approvers, and other users with specialized responsibilities.
• Communicate new UKG features, upcoming deadlines, system changes, and available self-service tools through employee announcements, manager communications, demonstrations, or HR resources.
• Periodically feature underused UKG capabilities and explain how employees or managers can use them.
• Maintain the employee-facing HR SharePoint site, including page content, navigation, document libraries, links, permissions, and archived materials. Ensure employee-facing content is current, accurate, accessible, and easy to locate.
• Review SharePoint content on a recurring schedule; remove outdated information, repair broken links, replace superseded forms, and coordinate needed updates with HR content owners.
• Organize HR documents using consistent folder or library structures, file names, metadata, permissions, and version-control practices.
• Publish approved HR policies, protocols, forms, guides, and other resources to the appropriate employee-facing or internal location.
• Maintain HR policies and protocols, incorporate approved revisions, manage version control, and ensure employees can access the correct published version.
• Coordinate electronic policy acknowledgments through available HR technology and monitor completion when acknowledgments are required.
• Partner with HR team members to convert recurring questions or complex processes into clear employee-facing instructions.
• Gather informal feedback from employees and managers about the usability of UKG and HR digital resources and recommend improvements.

Other duties as assigned.


JOB COMPETENCIES AND EXPERIENCE:
Education & Certifications-

• Bachelor’s degree in Human Resources, Information Systems, Business Administration, Data Analytics, or related field required. An equivalent combination of relevant education and experience may be considered.

 
Experience-

• Two to four years of progressively responsible experience supporting an HRIS, HR technology platform, payroll system, or related business system.
• Experience supporting UKG, strongly preferred.
• Experience developing HRIS reports, dashboards, queries, or data extracts, preferred,
• Experience administering SharePoint or a comparable document and content-management platform, preferred.
• Working knowledge of core HR processes, including employee records, payroll, timekeeping, onboarding, benefit and employee changes.
• Strong proficiency with Microsoft 365 suite of products.
• Ability to manage confidential information.
• Proven sense of humor and ability to have fun.

 
Organizational Competencies-

• Effective Communication: Proactively ensures effective communication throughout the organization; makes relevant contributions to discussions and meetings, giving clear and concise explanations and sticking to the point; chooses language and communication method to suit the audience, reframes and articulates to help others understand; asks questions to check understanding when disseminating information.
• Execution & Initiative: Motivates self and others to achieve the best results, displaying energy, drive and a desire to succeed; enlists the support of others as necessary to overcome resistance; supervises cross-functional project team execution on tasks to meet stated objectives; helps other employees’ gain the skills and experience they need to contribute; proactively outlines milestones, outcomes and deliverables and effectively communicates them to internal and external stakeholders.
• Teamwork/Interpersonal Skills: Develops and nurtures formal & informal relationships with a wide circle of people beyond those involved in current activities, including potential donors, stakeholders, and information links; encourages collaboration among colleagues, departments and entire organization to achieve results; compromises, handles conflicts, seeks common ground, articulates own and others goals; stays focused on positive win-win outcomes; seeks input on how to leverage existing processes to improve the donor experience; translates ideas into action.
• Problem Solving/Judgment: Gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom and communicates decisions and desired outcomes to others; anticipates the outcome of a single decision; recognizes problems in advance, systematically gathers information to define the root cause, breaks down complex information into component parts, develops alternatives, seeks input from others, selects and recommends the best solution.
• Adaptability/Flexibility: Embraces complex or first-time problems as opportunities to learn and incorporate new skills; flexes style based on immediate needs; accepts responsibility for implementing change; evaluates and manages resources needed to implement change; personally supports (in words and actions) organizational direction and change agenda.
• Courage & Conviction: Takes responsibility for individual & project outcomes regardless of success and learns from all results; encourages candid responses, feedback, new ideas and conflicting opinions.
• Donor Centered: Takes time to actively learn about the stated needs by asking questions, exploring how to unite the donors and university’s passions and priorities; anticipates customer needs and proactively makes recommendations.

PHYSICAL REQUIREMENTS: Ability to communicate effectively in person, by phone, and via video conferencing. Requires frequent repetitive motions when operating computers, telephones, and standard office equipment. Ability to sit or stand for extended periods while working at a computer, attending meetings, or participating in events. Ability to lift, carry, push, or pull materials weighing up to approximately 20 pounds.