HR Department Director - Psychiatry Dept. - Chair's Office

POSITION DESCRIPTION

Director of Human Resources

Department of Psychiatry and Behavioral Sciences

ROLE SUMMARY
The Director of Human Resources serves as a Senior Department Leader in the Chair’s Office reporting to the Vice Chair of Finance and Administration.  This key leader ensures the strategic, administrative and financial aspects for the Human Resources operations of the Department inclusive of Faculty and Staff. 

They work in concert with the Chair, CAO, SOM/DU Leaders, DUHS Leaders, Division Directors, and Dept. Leaders and Managers to develop, implement, and evaluate al aspects of Human Resources for the Department.

Job Responsibilities by Area are outlined below:

HUMAN RESOURCES STRATEGY AND DEVELOPMENT

The Director will act as a member of the executive leadership team, proving strategic planning and execution over the Department of Psychiatry and Behavioral Medicine’s Human Resources as assigned by the Chair and Vice Chair of Finance and Administration.   This position requires balancing and influencing multiple competing priorities and individuals throughout the Department.  Responsibilities include:

• Manage and coordinate personnel activities of a large, complex department or division to include recruitment, placement and termination of employees, classification and salary administration, interpretation of personnel policies, and employee relations functions to meet University and departmental objectives.
• Advise Department leadership and management on pay issues, affirmative action requirements, classification issues, performance appraisal, employee relations and employee training and development 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.
• Coordinate and manage recruitment, screening, and interviewing 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.
• Interpret personnel policy intent and/or acceptable management practices to ensure fair and consistent application of University policy; develop departmental policies in accordance with established University policy.
• Advise and assist management, faculty and staff in the handling of employee relations issues, complaints and/or grievances and determination of appropriate disciplinary actions; represent management at grievance hearings, dismissal conferences and arbitration.
• Review and screen departmental requests for new positions and reclassifications to determine appropriateness of submission; advise management on departmental organization; provide information on job duties to Wage and Salary.
• Assess departmental training needs and develop, conduct or provide training sessions as appropriate for departmental employees.
• In coordination with the VC of Finance and Administration, Director of Finance, Division Administrators, and/or Research Administrators, determine budgetary impact of salary actions and assist management with salary budget planning and staffing requirements.
• Prepare reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions; ensure maintenance of appropriate personnel records. Supervise designated employees; recommend various personnel actions including, but not limited to, hiring, performance appraisal, disciplinary actions and vacation schedules.
• Maintain all appropriate documentation in a shared confidential folder for all matters related to HR for Faculty and Staff.  
• Approve all Universal Workflow forms (Faculty, Staff hires, transfers, terminations, PDC, leaves, CD, MCT, non-comp forms, supplemental payments, and dFac forms for faculty).
• Establish and track Human Resources metrics that reflect a fact-based, comprehensive method for valuing staff contributions. Provide regular reports of data and analysis to managers. This includes compliance with Flu/COVID and all safety training.  Responsible for the completions of staff and faculty Conflict in Interest.
• It is expected that diversity, equity and inclusion are strategically woven into the fabric of all HR activities and are actively considered in all decision making.
• 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.

FACULTY HUMAN RESOURCES

The Director oversees Faculty Affairs in partnership with the Chair, VC of Finance and Administration, the VC of Faculty Affairs, and other leaders throughout the Department.  Responsibilities to include:

• Manage all day-to-day HR tasks for Faculty employees in the Department
• Advice on employment terms and appointment procedures of faculty as appropriate. Also, meeting with faculty and staff on leaves, benefits, and other HR matters.
• In coordination with the Vice Chair of Finance and Administration create, plan, develop, and implement Departmental Faculty Recruitment Plan, polices & procedures in coordination with SOM and Duke HR. This includes new positions, promotion, and clinical appointments.
• Work with Finance Director on competition of the Effort Certification process for Psychiatry, ensuring all certified effort reports are accurate and timely. Approval of all ECRT forms for terminated/transferred staff and faculty.
• Accountable for the processing and completion of VISA applications for incoming Post Docs and Faculty.
• Communicate and meet regularly with the VC of Finance and Administration on all Faculty HR Matters

STAFF HUMAN RESOURCES

The Director will act as a member of the executive leadership team, proving strategic planning and execution over the Department of Psychiatry and Behavioral Medicine’s Staff Human Resources as assigned by the Chair and Vice Chair of Finance and Administration.   This position requires balancing and influencing multiple competing priorities and individuals throughout the Department.  Responsibilities include:

• Communicate and meet regularly with the VC of Finance and Administration on all Staff HR Matters
• Manage all day-to-day HR tasks for Staff employees in the Department
• Creation, planning, development, and implementation of Departmental Professional Development Program, policies and procedures.
• Creation, planning, development, and implementation of Departmental Employee Recruitment Plan, polices & procedures in coordination with SOM and Duke HR. This is to include new positions and reclassifications.
• Create, plan, develop and disseminate a comprehensive PEP Process for the Managers in the Department to include metrics and overall reporting of statistics to the Sr, Leadership
• Create a formal off-boarding process to include documentation of employee departures
• Partnering with the PDC for any staff recruitment and onboarding efforts until the dissolution of PDC in FY24.
• In partnership with the VC of Finance and Administration, advise and assist department managers in the handling of staff employee relation matters, complaints, and grievances.  Make recommendations to Sr. Leadership and managers, based on University HR Guidelines, for appropriate disciplinary actions.  Represent the Department at grievance hearings, dismissal conferences, and arbitration when needed.
• Implement initiatives related to RACI and clinical research administration. For example, work with Research Practice Manager Assist Research Practice Managers on Work Flow/Staffing for Clinical Research Staff.
• In coordination with the VC of Finance and Administration and the Director of Finance, prepare monthly, quarterly and annual reports for the Department.
• Liaise with Duke and SOM HR, DUHS, and PDC. Attend meetings as it relates to Human Resource and Operational Functions for the Department.
• Lead and participate in human resources projects that may be unit-specific or apply to the Department of Psychiatry. 
• In coordination with the VC of Finance and Administration oversee all training, equal employment and pay, and wage and salary administration; Recommend all starting salaries for new hires, transfers, promotions, and equity requests for clinical, research, and departmental staff.

PEOPLE MANAGEMENT

Oversee the work of the HR Project Coordinator by providing supervisory and managerial functions.  Support staff with career development opportunities, guidance, and regular performance appraisals.  Conduct hiring and promotion assessments and manage behavioral issues, when necessary.  Ensure all matters related to DEI efforts are woven into the fabric of decision making.

The HR Director will partner with the SOM HR HUB in the execution of HR Tasks for the Department.

Required Qualifications

• Work requires a general business or personnel background generally equivalent to a bachelor's degree in a related field.
• Work requires five years of business and/or administrative experience, with exposure to human resources activities, to acquire knowledge of human resources policies and procedures necessary to manage the personnel activities of a major department or division. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

PREFERRED QUALIFICATIONS:

• Experience in an academic medical center setting with matrixed reporting relationships, and shared services models is highly preferred.
• Excellent verbal and written communications skills and strong interpersonal skills are required.
• Attention to detail and strong computer software skills, including in-depth knowledge of Microsoft Word, Visio, Powerpoint, OneNote, and Excel.  Advanced functions are necessary to develop and present critical, confidential information.
• Exceptional integrity, intelligence, maturity, and successful experience navigating complex organizational settings.
• Ability to work independently in a fast-paced environment, make sound judgments, handle confidential information, and be a creative, energetic problem solver.

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.