University of Waterloo

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Documentation and Training Specialist – Workday Program

Documentation and Training Specialist – Workday Program

Requisition ID 
Job Category  
Human Resources
5330 - Human Resources
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$57,834 - $72,293

More information about this job


Term: 12 months with the possibility of being extended.


The Documentation and Training Specialist is accountable for the documentation of new processes and technology as defined by the Workday program while leading and executing training to support the successful implementation and adoption of program deliverables on campus.



In conjunction with the Organizational Change Management Committee, lead all training and documentation requirements for the Workday program (Workday HCM, iCIMS, Identity Management, integrations):

  • Define a training and documentation strategy and plan for the overall program based on the needs of the campus community
  • Develop a variety of materials using different media types to support adult learning styles including but not limited to: training curriculum, participant guides, testing assessments, job aids, presentation aids, newsletters, memos, website postings and videos
  • Create, edit, and maintain high quality, standardized, procedural documentation for all Workday program deliverables
  • Prepare articles, news updates and department wide communications to effectively communicate technical and procedural information
  • Create, update, and improve existing training materials based on the outcome of needs assessments, business needs, performance goals, and audience
  • Update and edit all online content to the Human Resources and Workday program websites specific to the Workday program and aligned with HR brand guidelines
  • Design and facilitate training to support the execution of new processes and technology for HR teams and campus users in conjunction with program team members to support the launch and to support long-term sustainability of the application

Develop and execute an HR Documentation and Sustainment strategy in collaboration with the HR Projects and Technology Manager and the Director, HR Projects, Technology & Analytics, including:

  • A document version control framework
  • Permission levels and security structure
  • Comprehensive review of existing documentation to archive files no longer relevant
  • Identification of gaps in existing documentation; draft recommendations for review by the HR Projects and Technology Manager and HR Process Manager
  • Execute changes on the Human Resources and Workday Program SharePoint sites
  • Execute changes on the Human Resources departmental shared drive


Support the HR Process Manager, through:

  • Collaborating with the HR Business Process Analyst (s) in maintaining the HR process inventory


  • Completion of an Undergraduate degree with significant exposure to technical documentation, adult learning and facilitation methodologies and practices
  • Certificate in Adult education and learning is highly desired
  • 3-5 years’ experience in a training and facilitation role preferably to support broad based process and or technology change with strong knowledge of change management principles
  • 3-5 years’ experience in a formal documentation/ technical writing role
  • Must have experience developing training materials in different formats from instructor-led to web-based solutions geared towards adult learners; Demonstrated experience incorporating adult learning theory, practices, and methodologies into the creation of training materials used in a business setting
  • Experience in leading documentation and training efforts for enterprise wide system implementations in the higher education sector is highly preferred
  • 3 years’ experience using Visio
  • 3 years’ experience Data Mapping
  • Demonstrated experience with Workday is an asset
  • Demonstrated experience with Learning Management System technologies
  • Demonstrated experience in instructional design
  • Knowledge of process mapping and the software development life cycle (SDLC) are required
  • Exceptional facilitation skills with the ability to successfully engage with a variety of key stakeholders with competing interests and levels of comfort with change and new technologies
  • Knowledge of project management principles is required
  • Intermediate to advanced skill level using Microsoft Office suite