Human Resources Information System Administrator (onsite)

About the role

Vision: Transform the university through the power of generosity. Mission: Unite donor passions with university priorities to elevate the impact of Oklahoma State University. The Human Resources department of the OSU Foundation fosters a supportive and dynamic work environment that attracts, engages, and develops top talent, providing strategic human capital management aligned with the foundation’s vision, mission, and goals. The HRIS Administrator serves as the functional owner and organizational champion for UKG and other HR technology platforms, ensuring accuracy, effectiveness, accessibility, and continuous improvement of HR systems and employee data while based onsite in Stillwater, Oklahoma.

Responsibilities

• UKG Technology Ownership and Optimization (35%): primary functional administrator for UKG modules (Core, Recruiting, Onboarding, Benefits, Payroll, Timekeeping, Learning, Performance Management, Reporting/Data Analytics); monitor notifications, resolve workflow items and system errors; respond to employee/manager inquiries; manage user accounts, security roles, permissions; test configuration changes; manage vendor support cases; monitor release notes; coordinate changes with HR, Payroll, Technology Services and Security; maintain procedures and documentation.
• HR Operations, Payroll Preparation, and Data Integrity (30%): prepare Personnel Action forms; enter changes into UKG; process new hires and separations; review timecards; prepare timekeeping reports; conduct audits of employee records; reconcile discrepancies; maintain job/position/department/location/supervisory records; monitor deadlines; organize transaction documentation; handle confidential information.
• Reporting, Analytics, and Dashboards (20%): prepare recurring workforce reports; respond to ad hoc data requests; create and maintain UKG reports, queries, filters, calculated fields; validate report results; maintain dashboards; calculate HR metrics; maintain report inventory; document metric definitions; identify data trends; create report templates; ensure access controls and confidentiality.
• Employee Enablement, Digital Content, and System Adoption (15%): serve as first point of contact for UKG questions; provide guidance or escalate issues; track common questions; create job aids, guides, FAQs, screenshots, demos; conduct training for new employees and managers; communicate new features and deadlines; maintain HR SharePoint site; publish HR policies; manage version control; coordinate electronic acknowledgments; partner to convert processes into instructions; gather feedback for improvements.

Requirements

• Bachelor’s degree in Human Resources, Information Systems, Business Administration, Data Analytics, or related field required; equivalent combination of education and experience may be considered.
• Two to four years of progressively responsible experience supporting an HRIS, HR technology platform, payroll system, or related business system; experience with UKG strongly preferred.

Qualifications

• Experience developing HRIS reports, dashboards, queries, or data extracts preferred.
• Experience administering SharePoint or comparable document/content‑management platform preferred.
• Working knowledge of core HR processes (employee records, payroll, timekeeping, onboarding, benefits, employee changes).
• Strong proficiency with Microsoft 365 suite of products.
• Ability to manage confidential information.
• Proven sense of humor and ability to have fun.

Skills

• UKG system administration and optimization.
• HR reporting and analytics (report creation, queries, dashboards).
• SharePoint content management.
• Microsoft 365 proficiency.
• HR operational knowledge (personnel actions, timekeeping, payroll preparation).
• Data integrity and auditing.
• Employee support and training.
• Process improvement and documentation.