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Associate Director, Human Capital Management Employee Administration

The Juilliard School
Job Location:
New York, New York
Human Resources

Hybrid Work: Available


The Associate Director, Human Capital Management Employee Administration serves a vital role in overseeing and completing all HCM transactions for The Juilliard School in collaboration with the Juilliard Human Resources Department and managers throughout the organization in the current HRIS and future HRIS, expected to go live July 2022. This position reports to the Director, Human Resources and manages one Analyst.

Juilliard is transitioning to a new HCM system of record for all of its employees (go-live July 2022). During the transition, this position will be involved in the data conversion process, updating Juilliard Colleague legacy system and bringing employee records into the new Oracle Cloud HCM system, as well as readiness preparations for go-live including training end-users. Post go-live, and on an ongoing basis, this position will be responsible for keeping the Oracle Cloud HCM system accurate and up-to-date so that it can support critical processes like onboarding, payroll and statutory reporting. This person will also be one of Juilliard’s spokespersons for the new HCM system responsible for responding to inquiries and educating other employees about using the software. 


Oversee all employee data maintenance and transactions in the current HRIS system, Colleague and post go live, in Oracle Cloud, by affirming, updating, and maintaining data related to personnel actions ensuring all components are considered and the desired outcome is achieved including, but not limited to:
  • New hires, terminations, position changes, stats changes, leaves of absence, salary changes and benefits election, including open enrollment. Manage the onboarding process of background checks and I-9 work authorization.
  • Analyzes transactions with forethought to downstream impact and appropriate communications.
  • Maintains an extensive understanding of current process and future Oracle HCM processes, actively participates in ongoing training.
  • Identifies and creates training opportunities for the community to ensure best practice standards are met.
  • Partner with the HR team, and managers throughout the institution, to ensure that all the data flowing into the system is entered on timely basis and is regularly reviewed for accuracy.
  • Identifies solutions on escalated HCM transactions including all employee and non-employee status hires, assignment updates, absence management, FMLA, leave of absences (including disability and NY Paid Family Leave), onboarding and other HCM actions for the employee community at large 
  • Serves as a subject matter expert on HR questions including advising and assisting the employee community at large on completing routine HR processes and self-service transactions.
  • Maintains an extensive understanding of Juilliard HR, Finance and Payroll processes, policies and deadlines to advise the employee community at large on policy questions, and assists in ensuring policies are followed in processing HCM transactions.
  • Participates in quarterly testing of new releases.
  • Establishes service level agreements in partnership with the Director, Human Resources 
  • Ongoing training and knowledge sharing of end users in partnership with peers and colleagues across the School.
  • Partner with the HR team, and managers throughout the institution, to ensure that all the data flowing into the system is entered on timely basis and is regularly reviewed for accuracy.
  • Partners with key colleagues on the annual faculty contract process, , including issuing, renewing and rehiring process.
  • Updates employee salary changes and distributes compliance required notices including but not limited to offer letter, 195 wage form).
  • Responsible for completing employment verification letters and requests, as needed.
  • Prospectively addresses and investigates new and ongoing regulatory, reporting and other requirements s to complete and comply as necessary including, but not limited to Data integrity maintenance for year-end benefits reporting.
Project Implementation: 

Plays an active role in regular HCM implementation meetings with key Juilliard stakeholders and Knowledge Transfer sessions with the HCM implementation team to understand and guide the decisions and choices in the configuration of Oracle Cloud HCM modules, including, workflow approvals and security; mapping, data integration and conversion of all human resources information into the new HCM system.
  •  Key member and active driver at regular HCM implementation meetings with key stakeholders. 
  • Participates in Knowledge Transfer sessions with implementation-partner functional leads to understand the decisions and choices in the configuration of Oracle Cloud HCM modules, which includes workflow approvals and security, managing the mapping, data integration and conversions of all human resources information into Oracle and testing and reporting defects.
  • Partners with the project implementation team and Juilliard stakeholders, under the guidance of the Juilliard Project Manager, to prepare for go-live, which includes communicating upcoming changes to end-users, training end-users and testing the new HCM system. 
  • Proactively identifies potential issues for end-users prior to go-live and identifies potential solutions.
  • Responsible for and oversees various employee benefits and HR reporting requirements, including but not limited to: ACA reporting with IRS and distributing form 1095-C participants; calculating required taxable amounts on employees’ life insurance coverage, and partnering with Finance to ensure appropriate application; reporting on the value of healthcare coverage for health plan participants each year; generating ad hoc reports on demographics as requested. These responsibilities will carry forward after going live with Oracle Cloud.
  • Special projects and other duties as designed.
  •  A Bachelor’s degree from an accredited institution of higher education
  • Minimum of five years’ related experience required
  • Experience using at least one large-platform HRIS system (e.g. Oracle Cloud, Workday, Peoplesoft, Taleo)
  • Keen eye and superior attention to detail and quality assurance.
  • Prior supervisor experience
  • Microsoft Office Suite skills: Word, Outlook, Excel, Power Point, etc.
  • Strong interpersonal and communication skills, and the ability to deal with a wide variety of people.
  • Ability to exercise discretionary judgment and handle confidential information.
  • Must be able to independently identify priorities within multiple assignments in a high-pressured, short-deadline environment, and be able to work with diplomacy and efficiency in such an environment. 
  • Must be able to demonstrate excellent organizational, analytical, critical thinking, interpersonal, written and oral communication skills. 
  • Comfortable with and experience in working in a fast-paced, high volume setting
  • In addition, the successful candidate must be able to work well with all levels of employees, be flexible in nature, and have sound judgment with an open and collaborative style that encourages teamwork and cooperation beyond the immediate team to the broader organization. 
  • Must have a passion for excellent service and commitment to exceptional quality.
  • Understanding of the mission of The Juilliard School as well as the School’s commitment to equity, diversity, inclusion, and belonging
  • Knowledge of and familiarity with various employment and labor laws and related compliance and reporting requirements (e.g. ACA/Form 1095C, ERISA, COBRA, FLSA, FMLA) 
Preferred Background:
  • Prior supervisor experience a plus
  • Experience and familiarity with using Ellucian’s Colleague system
  • Experience in higher education a plus
  • Professional certification highly desirable 
  • Advanced experience using Oracle Cloud HCM modules (e.g. Recruiting, Core HR, Time & Labor, Learning, Talent Management)
  • Ability to write and run report queries
  • Prior new system implementation experience 
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