HR Operations & HCM Specialist

The HR Operations & HCM Specialist is responsible for the integrity, optimization, and administration of the Human Capital Management (HCM) system and related HR operational processes. This role ensures accurate employee data, maintains compliant HR records, supports reporting and analytics, and drives efficiency through workflow improvements. The HR Operations & HCM Specialist serves as a key resource for system troubleshooting, employee inquiries, and annual compliance reporting requirements.

Responsibilities

• Maintain the accuracy, integrity, and security of employee data within the HCM system.
• Manage HR system transactions, including hires, transfers, promotions, terminations, and organizational changes.
• Organize, maintain, and audit HR files, including personnel records, ensuring compliance with retention and confidentiality requirements.
• Ensure compliance with federal, state, and local reporting obligations, including annual workforce reporting requirements.
• Complete I-9, E-Verify, background screening and other pre-employment and onboarding activities.
• Optimize workflows and identify opportunities for process improvement within HR systems and operations.
• Generate and analyze HR reports, dashboards, and data insights to support decision-making.
• Troubleshoot HCM system issues, partner with vendors/IT as needed, and resolve employee and manager inquiries.
• Provide support and training to employees and managers on HCM system processes and functionality.
• Ensure data consistency across HR systems and related platforms.
• Support audits, compliance reviews, and internal controls related to HR data and records.
• Develop and maintain process documentation, standard operating procedures, and user guides.

Required Qualifications

• Bachelor’s degree in Human Resources, Business Administration, Information Systems, or a related field, or an equivalent combination of education and experience. 
• Minimum of 3 years of progressively responsible experience in Human Resources, HR Operations, HRIS/HCM administration, or a related field. 
• Experience maintaining employee records and processing employee transactions within an HCM/HRIS system. 
• Experience with onboarding processes, I-9 administration, E-Verify, and employment background screenings. 
• Experience generating reports, analyzing HR data, and maintaining data integrity. 
• Strong organizational skills with exceptional attention to detail and accuracy. 
• Knowledge of federal and state employment regulations related to employee records, data privacy, record retention, and compliance reporting. 
• Demonstrated ability to manage confidential information with discretion and professionalism. 
• Ability to maintain confidentiality and handle sensitive information with discretion. 
• Excellent customer service, communication, and problem-solving skills.
• Strong proficiency with Microsoft Excel and other Microsoft Office applications. 
• Highly organized with exceptional time management skills, able to manage multiple priorities, deadlines and stakeholders in a fast-paced environment. 
• Self-starter, highly motivated and achievement oriented.

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities.

Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.