Job Overview
The Compliance Systems Administrator will play a critical role in managing compliance systems, enhancing processes, and supporting the organization's compliance and ethics program. This role involves system administration, policy monitoring, auditing, reporting, training, and communication to ensure organizational compliance and foster a culture of integrity.
Key Responsibilities
System Administration
- Serve as the lead administrator for the employee disclosure and certification application.
- Manage system settings, prepare and launch periodic processes, and troubleshoot user issues.
- Partner with the technology team to ensure a seamless user experience.
- Monitor system functionality, review data, and handle reporting.
- Identify and implement system enhancements through a structured change management process.
- Maintain system documentation for internal reference and compliance.
- Oversee the Ethics and Compliance SharePoint site:
- Ensure content integrity, manage updates, and implement site enhancements.
- Collaborate with Corporate Training on Learning Management System (LMS) issues to ensure smooth user experiences and accurate training records.
- Develop and implement tools and workflows to enhance compliance efficiency, including reporting tools, dashboards, and automated processes.
Onboarding and Employee Actions
- Process new hires, terminations, and transfers, ensuring appropriate compliance actions are completed.
- Coordinate onboarding activities, including liaising with HR, answering employee questions, and monitoring training and form completion.
Policies and Procedures
- Maintain up-to-date corporate policy and procedure materials for communications, training, and reporting cycles.
- Develop and maintain departmental desktop procedures and key compliance program documents.
Auditing and Assurance
- Conduct audits and compliance reviews of policies, procedures, and program requirements.
- Draft audit reports detailing findings, stakeholder action plans, and recommendations.
- Enhance audit processes to improve efficiency and stakeholder experience.
Reporting
- Support quarterly reporting by preparing for kick-offs, launching workflows, and tracking progress.
- Collaborate with stakeholders to create annual compliance audit and training inventories.
- Develop tools and processes for tracking and improving reporting quality and efficiency.
Training and Communication
- Design and deliver training on compliance requirements, ethical standards, and best practices.
- Update standard training materials to reflect changes in policies and procedures.
- Act as a resource for compliance inquiries and facilitate effective communication on compliance matters across the organization.
Other Responsibilities
- Conduct research on compliance-related topics as needed.
- Assist the Director of Corporate Compliance with key initiatives and special projects.
Qualifications
Education
- Bachelor’s degree required.
Experience
- 3–5 years of experience in compliance roles.
Technical Skills
- Proficiency in Microsoft Word, Excel, and PowerPoint.
- Experience with SharePoint is required.
- Familiarity with data visualization tools (e.g., Power BI) and compliance software systems is a plus.
Specialized Knowledge and Attributes
- Strong understanding of conflict-of-interest policies and related compliance best practices.
- Excellent analytical, problem-solving, and attention-to-detail skills.
- Ability to balance detailed execution with a strategic, big-picture perspective.
- Effective communicator with strong presentation skills, capable of articulating complex policies to diverse audiences.
- Proven ability to prioritize tasks in a fast-paced, agile environment.
- High level of integrity, sound judgment, and professional ethics.
- Strong interpersonal and customer service skills with a proactive and collaborative mindset.
Certifications
- Certified Compliance and Ethics Professional (CCEP) required.
