Role Mission: The Employee Information System (EIS) department manages employee data across the life-cycle including recruitment, selection, onboarding, development, recognition, and termination, and actively support achieving IDEA's strategic business objectives. Employee data is an organizational asset and EIS team is one of the main stewards of this data, ensuring accuracy and usability. The EIS team setup new hires and personnel changes across employee data systems and our goal is that 100% of all employees have the technology, access, and tools available by their work start date; have accurate and updated data and process all employee personnel changes on time and accurately. The EIS team manages employee data governance and quality, and the administration, interface, and integration of employee data systems. The EIS team also manages the development, generation, and reporting of staff data submissions for state, federal, and internal people data reporting. The EIS team also develops employee data insights and predictive analytics. The EIS team champions a culture of continuous improvement and data-driven decision making.
The Employee Information Systems (EIS) Administrator is responsible for timely employee setup, for ensuring employee data accuracy in all our employee systems. The EIS Administrator develops staff data analyses, staff data reports for state, federal, and internal requests. The EIS Administrator provides excellent customer service, business partnership, training and support to varied audiences across the organization. The main stakeholders with which the EIS Administrator will interact, partner, and collaborate are School Leaders, Executive/Campus Assistants, Payroll, Benefits, Compensation, Staffing & Recruiting, Central Leaders, and HR System administrators. The EIS administrator is able to analyze data to identify opportunities including accuracy and trends. He/she will also lead specific projects for their full life-cycle, including facilitation, planning, and execution. EIS systems include but are not limited to staff data, payroll, compensation, benefits, applicant tracking, employee onboarding, absence management, time and attendance, performance, compensation, and succession planning.
What We Offer
- Salaries for people entering this role typically fall between $50,516 and $59,609, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for a performance bonus based on organizational performance and goal attainment.
We offer a comprehensive benefits plan, covering the majority of the employee premium for the base medical plan and subsidizing the majority of costs for a spouse/domestic partner and children. Some of the special benefits we offer at IDEA include:
- Flexible Credits Plan: IDEA provides full-time eligible employees $1,000-$2,000 per year (pro-rated for mid-year hires) to use towards a Flexible Spending Account (FSA) or receive as a taxable cash benefit.
- Paid Family Leave: Eligible staff may receive up to 8 weeks of paid leave for the birth or adoption of a child, based on their tenure with the organization and caregiver designation.
- Tuition Reimbursement: Staff members may apply for up to 50% of tuition paid toward a qualifying degree program, up to $5,250 maximum per year subject to manager discretion and budget availability.
- Employer-Paid Mental/Behavioral Health: 5 face-to-face counseling sessions within a year, unlimited 24/7 telephonic counseling, and other work-life services available at no cost.
- Diversity, Equity and Inclusion (DEI) Professional Development: We offer staff opportunities to engage in identity-based affinity space and leadership training covering a variety of topics such as culturally competent leadership, models of equity, mitigating bias, and more.
Other benefits include dental and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses and professional development. IDEA may offer a relocation allowance to defray the cost of moving for this role, if applicable.
What You Bring -- Competencies:
- Strong organizational and interpersonal skills
- Strong follow up skills, ability to follow tasks through from beginning to completion
- Ability to work independently and take initiative, set priorities and see tasks through completion. Ability to meet deadlines and respond to changing priorities.
- Strong customer service, business partnership, customer service mindset, can-do attitude
- Excellent problem-solving skills, with a high level of attention to detail, ability to think critically.
- Advanced to expert knowledge of Excel and other data tools to analyze data and provide appropriate visualizations and insights
- Ability to work in multiple tasks and projects simultaneously.
- Ability to work extended workdays to support business needs
- Strong project management skills, ability to plan, and implement projects
- Strong written and verbal communication skills, and the ability to facilitate/train users across the organization at multiple sites and at varying levels of skill
- High degree of independent judgment, commitment, motivation, and integrity
- Ability to interpret and disseminate information to individuals and groups
- Ability to influence internal and external stakeholders by developing strong relationships
- Ability to remain calm and perform under pressure or tight deadlines
- Ability to learn software, application, system, and processes with ease and speed
- High flexibility and growth mindset, to prioritize requests from the employees that are closer to our students and families and to develop strong relationships to deliver results
- Ability to work a fast pace, high growth and high expectations environment, where we are constantly assessing changes to improve services, systems, and processes. Ability to work across diverse teams in a high-growth organization
- Maintain strict confidentiality of personnel information.
- Education: Bachelor’s degree recommended
- Three or more years of professional experience, preferably in a role that involved Human Resources Information Systems
- Experience in K-12 education or highly regulated industry, Human Resources, Human Resources Information Systems, Information Technology, Central administration or related (preferred)
- Experience working in a central office supporting multiple sites across several regions with different needs and requirements (Strongly preferred)
What You’ll Do – Accountabilities:
- 100% of new hires and employee changes are set up in our EIS systems by first day of school or first day of professional development.
- Process all new hires and employee changes in our various employee data systems by the EIS deadline set for each employee group during the beginning of year hiring season, and within two days of employee onboarding completion during off-cycle hiring.[NS1]
- The EIS Administrator is responsible for ensuring all employee data is setup and accurate, including, but not limited to, employee demographic, position assignment, pay, time off allocation, retirement, payroll state and federal tax deductions, employee - manager relationship, termination, employee data structure and other organizational data points.
- Document, verify, and setup all new hires and staff changes and collaborate with the Payroll department to ensure accurate and timely payment for assigned regions.
- Develop and maintain organizational, system and process knowledge and skills to effectively manage multiple processes, systems and projects simultaneously. Key areas include pay calculation for all employee groups, IDEA positions and data management.
- Partner with various stakeholders to understand and fully develop requested data and analyses.
- Develop and deliver appropriate training and support for end users ranging from novice to power users and invest them in our systems with the ultimate goal of ensuring all employee data is maintained accurately.
- Ensure 100% staff data accuracy and integrity across HR systems.
- Manage employee data accuracy by ensuring that the initial and employee changes setup is accurate, tracking employee changes across systems, and monitoring ongoing data accuracy.
- Accountable to improve and maintain employee pay data accuracy and to avoid any payroll related issues (e.g., over/under payments, timesheet errors or others). Accountable to maintain a 98% district payroll accuracy.
- Consistently and proactively identify opportunities for improvements in the definition of data accuracy by frequently auditing and looking for trends in employee data.
- Ensure that employee data is accurate and up to date. Manage the roster verification process across multiple departments and employee groups including report generation, communication, follow up, submission and processing of employee changes timely and accurately.
- Develop ongoing operating mechanisms with departments to ensure that employee data is accurate. Verify employee data accuracy and completeness weekly.
- Ensure PEIMS Submissions are made accurately and on time by internal deadlines. Maintain and support PEIMS Submission data, proactively setup PEIMS coding for changes in job classes, locations or regulations and conduct internal audits to ensure PEIMS information is accurate in our systems.
- Provide excellent customer service and business partnership
- Provide excellent customer service and business partnership to all stakeholders. Develop strong relationships with stakeholders. Respond to employee requests within two working days and receive a 95% customer satisfaction rating from all stakeholders.
- Understand stakeholder needs and be a proactive partner in order to provide effective support and develop strong relationships with our end users. Work collaboratively with departments to identify error/issues.
- Leverage our case management software (Zendesk), to respond to stakeholder requests and identify trends and opportunities to improve services.
- Identify and act upon opportunities to provide proactive support and/or improves team efficiency including communication, training, information, and changes in process and systems.
- Lead continuous improvement initiatives to improve services
- Become go-to expert on HR systems and processes including, but not limited to, employee setup, annual employee rollover, annual pay increases, staff development cycle, non-standard pay (stipends, OT, extra duty, substitutes), employee data verification, payroll for multiple employee groups, data reporting, PEIMS, State and Federal submissions and employee data flow across systems.
- Support and occasionally lead efforts to improve system data interface, reduce manual entry of data, increase automation, develop checks and balances, and improve services and customer experience.
- Conduct regular and ongoing data audits and analyses to identify potential issues and develop and implement solutions to address them.
- Effectively plan, and prioritize tasks, projects, and day to day operations while ensuring successful, on-time implementation of new systems and processes.
- Maintain Standard Operating Procedure documentation with process changes.
We look for Team and Family who embody the following values and characteristics:
- Believes and is committed to our mission and being an agent of change: that all students are capable of getting to and through college
- Has demonstrated effective outcomes and results, and wants to be held accountable for them
- Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
- Works with urgency and purpose to drive student outcomes
- Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
- Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
- Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
- We believe in education as a profession and hold ourselves to high level of conduct, professionalism and behaviors as models for our colleagues and students
About IDEA Public Schools
At IDEA Public Schools, we believe each and every child can go to college. Since 2000, IDEA Public Schools has grown from a small school with 150 students to a multi-state network of tuition-free, Pre-K-12 public charter schools.
IDEA Public Schools boasts national rankings on The Washington Post and U.S. News & World Report’s top high schools lists. IDEA serves over 80,000 college-bound students in 143 schools across Texas, Louisiana, Florida, Ohio, and is on-track to maintain its legacy of sending 100% of its graduates to college.
When you choose to work at IDEA, you are part of our IDEA Team and Family. You will work alongside team members who set and reach ambitious goals every day, are excited to continue to grow with IDEA, and work relentlessly to make college for all a reality.
Diversity, Equity and Inclusion
At IDEA we recognize that racism, bias, and privilege exist in society. We are committed to an organizational culture that promotes awareness and inclusivity for our students and staff and supports their path to positively impact our broader society. We are committed to recognizing the impact of racism and privilege, and commit as an organization to have equitable practices, policies, and structures. Visit https://ideapublicschools.org/dei/ to learn about IDEA’s Diversity, Equity and Inclusion Anti-Racist and Anti-Bias commitment.
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