HR Representative

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Occupational Summary

The HR Representative performs human resource related functions of a confidential complex and technical nature in support of general and special office activities to maintain an efficient and effective operation. The HR Representative will engage in a variety of duties for Nicholas School of the Environment (NSOE) and provide back-up coverage for Duke University Marine Lab (DUML) requiring the ability to work effectively with other departments and interact comfortably with students, faculty, staff, and administrators. Activities, include handling all payroll services, foreign national and visa support/assistance, duties may vary as the needs of the school change. This is a full-time position located in Durham and reports directly to the Assistant Dean of HR and Administrative Services (ADHR). This position requires a Monday through Friday work schedule. Some remote work flexibility may be considered depending upon the operational needs of the School.

Work Performed

HR Generalist Duties 25%

• Serves as the Onboarding Coordinator for all positions. Administer the pre-employment process for new hires and transfers including background checks, I-9 verification, etc.
• Coordinate and manage recruitment and screening of applicants for departmental positions; provide guidance on selection and placement of employees in positions to achieve departmental objectives; ensure departmental compliance with EEO and other applicable requirements; process related paperwork.
• Coordinates New Employee Orientation Program and Duke Orientation while keeping the ADHR informed.
• Oversees FMLA process, provides documents for certification, tracking, and re-certification, monitors timecards for potential FMLA issues, educates staff on FMLA as needed. Works closely with Employee Occupational Health and Wellness, as needed.
• Develops spreadsheets, trackers, databases, and runs reports as needed.
• Organizes and maintains electronic files, reports, databases, and correspondence required for reference and efficient operation of the school’s, files or scans documents in electronic files.
• Conducts training and/or orientation in human resource rules and institution policies and procedures.
• Advise departmental management on pay issues, affirmative action requirements, classification issues, performance appraisal, and employee relations issues; maintain liaison with Human Resources and other appropriate offices and departments to respond to personnel problems, issues, and special requests and to facilitate personnel actions.
• Interpret Duke HR policies and intent and/or acceptable management practices to ensure fair and consistent application of University policy.
• Advertise jobs to attract diverse pools.
• Determine budgetary impact of salary actions and assist management with starting salary recommendations.
• Draft offer letters for hiring managers
• Manage post docs and other term-limited appointments. Process appointment renewals, terminations, retirements. Track appointment end dates and coordinate with PI/hiring manger and grant managers. Obtain funding confirmation, draft, and send reappointment letters.
• Maintain current personnel files and archives.
• Manage 90-day evals and maintain documentation
• Serve as the back-up for ADHR in PAMC/HR Payroll meetings.
• Serves as back-up for ADHR, Faculty Affairs Coordinator, Payroll Representative, DUML HR Representative.

Payroll/Hiring (comp &. noncomp) 25%

• Primary responsibility for all payroll activities for faculty, contract instructors, adjuncts, exempt, non-exempt, students, and non-duke students including, but not limited to hiring, background checks, transfers, secondary positions, personnel changes, reclassifications, cost distribution changes, terminations, leaves of absence and related activities. Processes base salary and supplemental payments, non-compensatory payments, biweekly secondary pay point setups; ensures timely submission of biweekly payroll according to Duke Corporate Payroll schedule.
  • • • Oversees the electronic timecard processes. Monitors the timely and accurate submission of timecards, runs reports and identifies and monitors and resolves problematic compensation payments for staff and student through the interface with Duke Corporate Payroll Services and Duke departments as needed.
      • Verifies, audits, and confirms personnel and payroll actions for completeness, accuracy, timing, and conformity to budget and policy guidelines; makes recommendations and processes forms as appropriate for non-exempt and exempt staff.
      • Monitors the timely and accurate submission of timecards, runs reports and identifies and monitors and
      • Anticipates, identifies and works to resolve potential payroll problems to minimize the financial and operational impact to the school. Ensure funding availability.
• Generates a variety of payroll reports, reviews for accuracy and processes transactions for corrections as needed.
• Work with NSOE and DUML for payroll issues and advice.
• Create positions and open requisitions in Success Factors or AJO.
• Coordinate with Duke Temps, Aerotek, Corporate HR, Corporate Payroll, EOHW, Employee Travel & Reimbursement, and Serve as NSOE Liaison.
• Process manual forms (i.e., cost transfers, overpayments, gross pay adjustments), secure appropriate approval signatures, and deliver to the appropriate University office.
• Resolve compensation problems.
• Process special Payroll projects.
• Distribute paychecks and W2s according to the University guidelines.

Student Employment 20%

• • • • Coordinates student and non-Duke student recruitment for the DUML and NSOE.
      • Manages student compensation, seeks feedback from student supervisors on the competitiveness of our student rates, makes recommendations to ADHR for adjustment to rates, verifies that positions are posted and students hired at the correct rates.
      • Serves as the expert on the student recruitment. Acts as resource person to the NSOE supervisors and as an intermediary with corporate HR/payroll.
      • Oversee, coordinate, and manage all non-Duke student fellowship, internships, and special student hires for NSOE.

VISA and DFAC Coordinator 20%

• Serve as the Visa Services Coordinator by managing the web services processes and responsible for handling all foreign national web services/forms for visiting scholars, foreign national employees, employees changing their visa status process (B-1/WB, OPT, J-1, H-1B, and permanent residence, etc.).
• Serve as the back-up Faculty Database (dFac) administrator for all new faculty appointments in the school, including tenured and tenure-track, other regular rank, and non-regular rank individuals.

Other Duties 10%:

• Primary contact for vehicle training information,
• Primary contact and manages field trip logistics and vehicle rental.
• Maintains and requests guest accounts, website changes, library access and staff mailing list.
• Order retirement gifts, grievance flowers, new hire tags.

• Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status.

EDUCATION/TRAINING

Work requires organizational, analytical and communication skills generally acquired through the completion of a bachelor's degree program.

EXPERIENCE

Work requires two years of business, administrative and/or supervisory experience with exposure to supervisory or human resource policies and practices related to employee relations.

A master's degree in a related field may be substituted for 2 years of experience.

In addition the successful candidate will possess the following qualities/attributes:

• Attention to detail is very critical
• Adaptability to changing circumstances and commitment to continuous assessment and process improvement
• Excellent written and verbal communication skills
• Command of current technology and an understanding of how to harness available technological resources in the delivery of human resources initiatives
• Cross-cultural communication and diplomacy skills
• Initiative and flexibility
• Familiarity with University HR systems/tools (SAP, Success Factors, Iforms, etc.)

Minimum Qualifications

Education

Work requires organizational, analytical and communication program. skills generally acquired through the completion of a bachelor's degree

Experience

Work requires two years of business, administrative and/or experience. supervisory experience with exposure to supervisory or human resource policies and practices related to employee relations. A master's degree in a related fieldmay be substituted for 2 years of

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.