HR OD Data and Quality Management Officer III

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Director / HROD Quality Review and Design Section Head, the HR/OD Data and Quality Officer establishes and monitors the OPT&OD's quality assurance standards, in coordination with the different sections of the Office. The position assists in developing test plans and test cases to ensure high-quality solutions are provided.

The position's main function is to assist the organization operate at its optimum by ensuring that concerns are properly tracked, the queueing process and service level agreements are managed properly, and trends are analyzed to improve current ways of proceeding.

• Main Duties and Responsibilities

• I. Data Governance and Management

Assists in designing, developing, implementing, documenting, and evaluating the OPT&OD's data governance structures and quality metrics framework, in alignment with the University strategy and quality assurance frameworks.

• Conducts validation exercises to determine the accuracy, reliability of OPT&OD's data, and the applicability of its data governance, and metrics management in its various functions.

Performs data mapping and cross referencing of information from various HR databases and sources to track employee movements, position, and organization changes.

• Oversees the main database of the OPT&OD, ensuring that each section database can draw and provide information from one another in a seamless manner.

Conducts data mining to draw out trends, generating new insights into the OPT&OD operation, and provides recommendations to address or sustain the generated insights.

• Tracks organization and employee profiles which includes workforce complement, job specifications/profiles, and job levels, performance distribution, promotion status, and provides insights per cluster, job family, and sub-family, and recommends strategies on how to improve the optimal work level of the units and the University.

• II. HR/OD Quality Assurance Support

Assists in conducting audits and studies on OPT&OD policies, systems, processes, and documentation as it relates to organization and employee capability and development, ensuring compliance with government regulations, University standards, and international standards.

• Assists in designing data gathering and evaluation methods and processes in line with assessing and improving the Office's programs, policies, processes, and systems.

Gathers data to identify client expectations and assesses it vis--vis actual OPT&OD service delivery.

• Assists in the assessment, evaluation and analysis of Office systems, design, programs, procedures vis--vis benchmarked trends, practices, and standards to ensure continuous improvement, maintenance of and adjustment in service delivery.

Assists in determining HR/OD issues or bottlenecks and work with the different OPT&OD groups and sections in systematically resolving employee and organizational concerns.

• Conducts a programmatic review of OPT&OD policies, systems, programs, and processes.

Consolidates HR/OD data showing the trends relevant to the efficient and effective service delivery of the Office.

• Proposes programs and designs systems related to organization and employee capability and development to improve the current ways of proceeding, in coordination with the respective groups and sections in the Office.

Proposes systemic solutions to enhance/improve the efficiency and effectiveness of the Office.

• Initiates programs that will integrate quality assurance perspective into the OPT&OD's ways of proceedings.

Drafts standard templates for reports, dashboards applying appropriate communication methodologies compliant to the standards of the University.

• Assists in formulating and recommending HR/OD policies and strategies necessary to improve HR/OD systems in support of the academic and the administrative clusters, and the University.

Partners with clients by understanding and addressing their needs, providing proactive solutions that meet present and long-term needs, and monitors progress of project plans and deliverables.

• Determines how OPT&OD may be of better service to the units, and possibly influence a University-wide initiatives.

Assists in serving as a conduit between the unit's leadership team, the employees and the University management in relation to HR/OD matters.

• Recommends HR/OD policies and strategies necessary to improve Office processes in support of the academic and the administrative clusters, and the University.

Attends to concerns of the units and proposes preventive mechanisms and/or risk mitigations.

• Assists in determining trends, areas for improvements and modifications that may provide better service to the clients.

Assists in handling and managing arising concerns and conflict situations within the Office and with clients.

• Initiates conversations and collaborates with affected sections on how to address brewing or presenting employee and/or unit concerns.

Works with all the OPT&OD groups and sections in tracking all the concerns and requests of the clusters/schools and ensures that all concerns are addressed.

• Tracks all the requirements that goes to the assigned HR Client Partners, and ensures that all concerns are tracked and addressed in a timely manner.

Sets up a queueing process with the OPT&OD groups and sections to ensure that concerns and expectations in service tickets are addressed and delivered in a timely manner.

• Reviews the timeliness of responses and resolution of concerns, and works with the sections to determining sources of bottlenecks and identifying interventions to address such state.

Monitors, coordinates, implements, and evaluates all the Section's projects, deliverables, timelines, agreements, including possible sustainability measures.

• Assists in monitoring the achievement of Office's metrics and goals.

Ensures all accountabilities are delivered in a timely manner.

• Recommends improvements in the OPT&OD's systems, processes, and programs.

Assists in monitoring success rate and effectiveness of OPT&OD accompaniment initiatives per section and as an office.

• Assists in maintaining focus and synergy among the Office personnel through the creation of parallel support mechanisms, systems, and programs.

Ensures that members of the OPT&OD are up to date with best practices, University developments, and government regulations.

• III. HR Client Partnering

Keeps track of updates and developments that affect the University as an organization, including its employees, and provides feedback to the administrators on how to anticipate and manage its possible impact.

• Keeps abreast of the latest HR/OD practices, labor regulations, and professional requirements that affect academic cluster and University employees.

Keeps abreast of OPT&OD frameworks, assessment, intervention and evaluation strategies and methodologies within and among the academic community and other industries.

• Benchmarks against industry and general community methods and practices to measure and recognize the different levels of performance (e.g., exemplary, average, mediocre, poor) in the organization, and of teams and individuals, and possible interventions to address each level such as recognition, development, etc.

Keeps up to date with industry and general community trends both local and international and forecasts future organization realities and job requirements, anticipating change in processes and work profiles, and determines ways to incorporate/adapt it in our own systems.

• Monitors the cluster and the school calendars, administrative appointments, and any University events and information that will be pertinent to the OPT&OD's operations.

Serves as a partner to an assigned cluster/school leadership team on initiatives that require HR/OD expertise and services. Meeting with the cluster's leadership team regularly to help identify successes and areas for improvement, achievement of set organization and HR goals.

• Aligns HR/OD policies and strategies necessary to improve HR/OD systems in support of the assigned cluster and University level directions and values.

Liaises with assigned client for their HR/OD-related concerns and requirements and recommends new systems and technologies for possible improvements in the efficiency and accuracy of work processes.

• Works with the cluster's leadership team and the OPT&OD group/section in creating programs to address the HR/OD needs of the assigned cluster, and in applying new systems, technologies and policies for possible improvements in the efficiency and accuracy of work processes to meet the present realities.

Coaches and supports leaders and colleagues with issues related to work challenges, change management efforts, and managing performance effectiveness with the goal of improving work relationships, building morale, and increasing productivity and boosting employee retention.

• Sets up and maintains the knowledge repository of and serves as liaison for all university offices specific to HR/OD needs.

Establishes metrics and quality measures with the assigned cluster/school leadership team to determine the academic cluster's HR/OD initiatives progress by regularly checking, monitoring, and evaluating the progress and achievement of agreed deliverables and timelines.

• Collaborates with the different OPT&OD teams to bring relevant and up to date information to the assigned cluster they represent.

Monitors the concerns of the assigned cluster/school and ensures that they are regularly updated on the progress of their requests.

• Collaborates with the different OPT&OD teams in determining the requirements of their assigned cluster.

• IV. Office Management Support

Serves as OPT&OD information system administrator coordinating system requirements which includes functionalities and settings, etc.

• Updates Office database and maintains files and records of correspondences, documents, and other materials for the Director in a systematic manner and consistent with the need to protect confidentiality and data privacy. This may include Office and personnel records.

Educates/informs unit heads on OPT&OD best practices.

• Designs the most effective way to communicate OPT&OD's programs, processes, and services to various audience.

Manages and maintains relationships with OPT&OD partners, and builds network with various vendors for possible partnership to develop, customize, and improve delivery of services and outcomes.

• Assists in the coordination, logistical, and resource requirements of the OPT&OD's projects and activities, when necessary.

Documents all meetings, proceedings, and events of the OPT&OD's projects and activities.

• Assists the OPT&OD during peak seasons, and the University for events and committee works.

• V. Performs other related duties required by the immediate supervisor and/or authorized representatives.

• Education and Experience Requirements:

Bachelor's degree in Psychology/Management or related course

• Master's degree in Psychology or Business is an advantage

Basic knowledge in labor laws

• At least three (3) years of relevant experience

Experience or knowledge on several work process improvement, organizational design, people analytics, and data mapping

• Experience in an academic setting is an advantage

Job Type: Full-time

Ability to commute/relocate:

• Quezon City: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

Human resources: 3 years (Required)