HRIS Analyst – LMS Administrator

Job Description:

POSITION SUMMARY: 

The HRIS Analyst & LMS Administrator role combines learning technology ownership with HR systems expertise to drive efficiency, scalability, and an exceptional Team Member experience. This role serves as the primary subject matter expert for Portillo’s Learning Management System (LMS), leading the design, administration, and continuous improvement of scalable, high-quality learning experiences within Workday. In addition, this role provides broad Workday support by optimizing business processes, handling system requests and issue resolution, implementing system enhancements, and ensuring data accuracy and integrity.

This is a hybrid position based at the Portillo’s Restaurant Support Center in Oakbrook, Illinois with on-site presence required Tuesday through Thursday.

CORE RESPONSIBILITIES:

Enable our Purpose to create lifelong memories by igniting the senses with unrivaled food and experiences: 

Family: Work together to make everyone feel at home, and we step up when someone needs help 

• Serve as the primary owner and point of contact for the LMS (Workday), leading system design, configuration, updates, and ongoing maintenance to ensure a seamless user experience

• Manage end-to-end LMS operations, including course uploads, assignments, registrations, user enrollments, and certification programs (e.g., food safety, ServSafe), ensuring alignment with training plans and organizational needs

• Ensure all training is accurately assigned, tracked, and required within set timelines, including regulatory and compliance-driven deadlines

• Own and optimize Workday system messaging and alerts (e.g., notifications, reminders, and system communications), ensuring they are clear, timely, and aligned with training requirements and the overall Team Member experience

• Partner with leaders and cross-functional teams to communicate training requirements, monitor effectiveness, and ensure compliance across all jurisdictions

• Provide guidance, training, and support to Team Members and leaders on LMS and HRIS functionality, compliance requirements, and system-related processes

• Maintain, organize, and govern learning assets and supporting materials across learning platforms, ensuring content is current, accessible, and consistently structured

• Support and maintain Workday HRIS functionality with a focus on Learning, Talent, and Onboarding modules, while providing broad system support across other areas as needed

• Lead and support LMS and HRIS-related projects, including building project plans, managing timelines, and partnering cross-functionally to deliver successful information/training and outcomes

Greatness: We’re obsessed with being the best and work hard to continuously improve.  Our greatness is rooted in Quality, Service, Attitude and Cleanliness 

• Own the continuous improvement of LMS and Workday systems by identifying opportunities, designing solutions, testing functionality, and driving successful implementation

• Lead system testing and release management, including evaluating new features, coordinating upgrades, and guiding the business on adoption and impact

• Maintain high standards of data integrity, confidentiality, and system governance through audits, issue identification, and proactive resolution of gaps

• Provide expert-level production support by troubleshooting issues, resolving defects, and escalating appropriately to ensure timely and effective solutions

• Partner with IT and external vendors to enhance system capabilities, support integrations, and ensure systems evolve with business needs

• Manage LMS vendor relationships, serving as the primary point of contact for system enhancements, issue escalation, and coordinating timely resolution in partnership with IT and internal stakeholders

• Anticipate business needs by analyzing workflows and requirements, translating them into scalable, efficient system solutions

• Establish and maintain clear documentation, including standard operating procedures, user guides, and FAQs, to support consistent and effective system use

• Drive accountability and results by managing LMS processes and performance, supporting strong participation and completion outcomes

• Continuously build expertise in LMS and Workday capabilities, staying current on system functionality and best practices

Energy: We move with urgency and passion, while maintaining attention to detail 

• Develop and maintain LMS and Workday reports, dashboards, and data visualizations to track training completion, engagement, workforce metrics, and program effectiveness

• Analyze data to generate actionable insights and recommendations that improve learning outcomes, system performance, and business decision-making

• Produce and monitor compliance and audit reporting, ensuring adherence to regulatory requirements, internal policies, and industry standards

• Present insights to stakeholders in a clear, compelling way, translating complex data into meaningful, actionable takeaways

• Lead reporting and system readiness for upgrades and releases, including impact analysis, test planning, user acceptance testing, and validation of reporting accuracy

• Maintain strong attention to system security, compliance, and data governance, proactively identifying risks and recommending improvements

• Evaluate learning technology trends and emerging tools, translating findings into concrete recommendations that improve learning effectiveness, engagement, and the overall Team Member experience

Fun: We entertain our guests, we connect authentically, and we make each other smile  

• Build strong, positive relationships with internal partners, external vendors, and training providers, serving as a trusted and approachable point of contact

• Deliver responsive, people-first support by resolving HRIS tickets and LMS inquiries quickly, clearly, and with care

• Act as a go-to subject matter expert, helping Team Members navigate systems with confidence through guidance, education, and practical support

• Partner cross-functionally to support training rollouts and key initiatives, ensuring a smooth, organized, and engaging experience

• Collaborate with internal teams and external partners to support integrations and enhancements that improve connectivity and the Team Member experience

• Engage in external communities (e.g., Workday Community) to share ideas, learn best practices, and bring back insights that elevate how we work

• Contribute to a positive team environment by staying flexible, collaborative, and willing to jump in where needed

• May support logistics for leadership development programs and events, helping bring learning experiences to life in a seamless and well-coordinated way

• Other duties as assigned

ORGANIZATION RELATIONSHIPS:

This position reports to Compensation & HRIS Manager and collaborates closely with the Learning & Development team, People leaders, as well as Legal, Operations, Payroll and Finance, Legal, Marketing, and Information Technology.  

REQUIRED QUALIFICATIONS:

Educational Level/Certifications

• Bachelor’s Degree in business or related field preferred

• Workday certifications in areas such as HCM and Learning preferred

Work Experience, Qualifications, Knowledge, Skills, Abilities

• 3+ years of Workday LMS administration and optimization experience with exposure to broader areas within Workday

• Strong analytical and reporting skills, with experience using Excel, Power BI, or other reporting tools

• Demonstrated ability to build and analyze reports and dashboards to drive insights and decision-making

• Understanding of data integrity, system governance, and compliance requirements

• Detail-oriented with a focus on accuracy and continuous improvement

• Advanced Microsoft Office skills

• Excellent communication and collaboration skills to partner with cross-functional teams

• Able to effectively handle multiple projects, meeting deadlines, and priorities

• Proficiency in SCORM, xAPI, and other e-learning standards preferred

• Experience in the restaurant, hospitality, retail, or service industry preferred

• Proficiency in eLearning tools (Adobe Captivate, articulate 360, Camtasia etc.), Responsive Design, Audio editing program, and Learning Management Systems preferred

Travel Requirement

Occasional travel may be required (up to 5%)

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job.  This is not intended to be an exhaustive list of all the responsibilities, duties and skills required.  The incumbent may be expected to perform other duties as assigned. This job may be reviewed as duties and responsibilities change with business necessity.