What are the responsibilities and job description for the HR Data Entry and Process Improvement Specialist position at Drake University?
Position Number: 999920
Unit/Department: Human Resources
FTE: Full-time
Salary: Commensurate with experience
Department Summary:
Drake Human Resources is a collaborative, team-orientated unit dedicated to providing the highest level of customer service to the campus community. We offer a wide range of services and support, including talent acquisition and talent management; classification and compensation; employee benefits and wellness; employee and labor relations; staff recognition; and employee training and development.
Job Summary:
Drake University seeks a detail-oriented and process-driven professional to serve as the HR Data Entry and Process Improvement Specialist. This role is integral to the accuracy and efficiency of human resources operations, managing critical data entry, payroll processing, and student employment functions. The specialist ensures compliance with HR policies, improves workflows through collaboration with campus partners, and supports benefits administration, reporting, and process enhancements. As a key member of the HR team, this position contributes to institutional effectiveness by streamlining HR processes and maintaining high standards of data integrity and service.
Minimum Qualifications:
- Education: A high school diploma is required.
- Attention to Detail: Strong organizational skills with a keen eye for accuracy and data integrity.
- Customer Service: Ability to provide genuine, professional, and supportive assistance to a diverse community of faculty, staff, students, retirees, and prospective employees.
- Adaptability & Growth Mindset: Willingness to learn new skills and embrace evolving HR processes and technologies.
Preferred Qualifications:
- A bachelor's degree or an associate degree is preferred.
- Experience in higher education or working with HRIS systems (such as Banner) is preferred.
- Prior experience in human resources is preferred.
- Proficiency in Microsoft Excel and Access is preferred.
Job Duties:
20% - Responsible for data entry and review of critical and confidential human resources information, including entering new employee data, compensation changes and adjustments, off-boarding and retirement changes, and status or leave changes. Key team member for the Banner system security requests. Manages all aspects of the ESF email for HR. Performs data entry of employment I-9s, W-4s, and forms. Creates and maintains personnel records for new employees and HR service group members. Maintains separation data, ensures separations are processed timely, and benefits are removed. - (Essential)- 20% - Responsible for handling all aspects of student employment via student employment email account. Creates positions, adds jobs for students, adds student supervisors, answers student payroll questions, and responds to emails. Processes student employment paperwork. - (Essential)
- 10% - Processes time sheets and leave reports for all payroll cycles, including student, exempt, and non-exempt employees. Ensures timely approval by communicating with managers and collaborates with Payroll to troubleshoot and resolve pay issues. Additionally, submits all requisitions for the HR Department. - (Essential)
- 10% - Creates, executes, and distributes monthly, quarterly, and fiscal/calendar year-end employee reports, requested dept. reports, compensation reports, and other compliance and human capital reports. Develops and Implements improvements in processes, workflows, and procedures. Partners with University Information Technology Services, the Provost’s Office, and Payroll on data process improvements, technology enhancements, and configuration testing. Proactively identifies and establishes efficiencies in HR processes and use of resources. Dept. of Labor liason to provide personnel data for the JOLTS report and maintains Drake’s record of JOLTS reports. - (Essential)
- 10% - Manages workers' compensation claims, including processing documentation, coordinating with employees, supervisors, and insurance providers, and ensuring compliance with legal and company policies. - (Essential)
- 10% - Assists with the gathering and transfer of TIAA eligibility and other information to third-party benefit vendors and Drake's benefits consultant. Works closely with Benefits Specialist to improve manual processes, write procedures, and gain efficiencies for benefits external audits and reports. Assists with benefit surveys, benefit reports, and employee benefits compliance processes. Monitors employee status changes (ESFs) and ensures required documentation is requested/received and benefit changes such as vacation time, # of pays, and coding are processed in Banner and eBenefits. - (Essential)
- 10% - Regularly assists all members of the HR Dept in researching topics, documenting processes, developing Standard Operating Procedures (SOPs), proof-reading written materials, and similar activities. Collaborates with the HR Director in identifying ways to collect and configure HR data. Answers policy and procedure questions regarding HR processes. - (Essential)
- 5% - Serves as the primary member of the HR Dept to update the external/public and internal web pages. Assists in reviewing and updating web content, HR forms, and other documents. - (Essential)
- 5% - Serves as a key member of the HR Team, providing back-up and periodic support by responding to incoming calls and walk-in traffic, and the main HR email. Answers general questions from employees and job applicants. Backup for verification of employment and other third-party personnel record requests. Backup for tuition waiver processing, along with other duties as assigned. - (Essential)
Salary & Benefits
The salary will be commensurate with experience and qualifications of the selected candidate. This is a full-time, 12-month, non-exempt position.
At Drake, we take pride in offering a comprehensive benefits package for our employees, their spouses, and eligible dependents. In addition to a wide range of core benefits, perks, and discounts, our full-time employees enjoy generous paid time off, including one month of vacation, two personal days per fiscal year, several federal holidays, as well as Thanksgiving break and winter break.
Tuition Benefits.
Special Instructions to Applicants:
For consideration, you must apply online. Please include a resume and cover letter.
If you have questions about this job posting or the application process, please email us at jobs@drake.edu.
Review of Applications Begins: Review of applications will begin immediately. This position will remain posted until filled.
For faculty positions, selection will depend on the receipt of recommendation confirming the candidate's scholarly achievements and teaching abilities and/or on the candidate's satisfactory passing of a teaching demonstration if selected for an on-campus interview. For staff positions, selection will depend upon careful review of each applicant’s references, education, and, if applicable, experience.
About Drake:
Drake University is recognized as a top private university in the Midwest. Drake is a midsize university in Des Moines, Iowa, with an increasingly diverse student body. We are deeply committed to equity and inclusion and creating a sense of belonging for all members of the campus community—faculty, staff, and students alike. More than 900 faculty and staff are part of the Bulldog pack, a close-knit group of colleagues enthusiastic about preparing students to be global citizens and leaders, challenging assumptions. Drake University is not only an outstanding institution of higher learning, it is also a wonderful place to work. We are enthusiastically committed to welcoming new ideas and people into the fold, and to retaining and rewarding stellar employees.
All positions at Drake provide opportunities to contribute to Drake University’s core mission of creating an exceptional learning environment that prepares students of all backgrounds for meaningful lives and professional accomplishments.
Diversity, Equity, & Inclusion at Drake:
requested in our online application system.
Drake University is committed to providing access and reasonable accommodations in its services, programs, activities, education, and employment for individuals with disabilities. If you would benefit from an accommodation at any point in the recruitment process (including using our online application process), please contact Drake Human Resources (ph: 515.271.3133; e: jobs@drake.edu) and let us know how we can assist you.
At Drake University, we highly value a diverse, inclusive workforce. We are proud to be an equal opportunity employer. We stand firmly against discrimination including on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity, gender expression, sexual orientation, genetic information, veteran status, or any characteristic protected by law.
