HR Representative, Sanford School of Public Policy

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.

Duke University

Sanford School of Public Policy

Job Title: HR Representative

 

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 Sanford School of Public Policy (SSPP) and provide back-up coverage for the HR Rep in the unit requiring the ability to work effectively with other departments, centers, and institutes.  Must have the ability to 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 Director of HR. 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 35%

• 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 new hire process for faculty and staff by ensuring the timely completion of all related forms and requirements, scheduling orientation, and assisting the hiring manager as needed with opening and closing the requisition in SuccessFactors or Academic Jobs Online (AJO) ensuring compliance with recommended recruitment and documentation best practices.
• Coordinates Duke and Sanford New Employee Orientation Program.
• 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, databases, and runs reports as needed.
• Create and maintain electronic personnel files for employees, ensuring confidentiality and compliance with relevant policies; coordinate recordkeeping and submission of requests and respond to annual institutional requests related to accrued time off and prompt supervisors as needed.
• Coordinate personnel-related transactions such as opening requisitions, submitting position reclassifications, processing and advising staff on personal data, salary and cost distribution changes, reviewing non-compensation forms and liaising with Corporate Payroll to resolve any payment problems.
• 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.
  • 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. 
  • Manage 90-day evals and maintain documentation
  • Serve as the back-up for Director of HR in PAMC/HR Payroll meetings.
  • Serves as back-up for HR Representative.

Payroll Coordinator 35%

• Serve as payroll and iforms expert advising on relevant policies, procedures and guidelines and ensuring adherence to University policy and all corporate payroll deadlines.  Specific tasks include: 
• Manage payroll for school, including the biweekly timecard submission and approval process, work-study setup, off cycle checks, leaves of absence, exception reporting, and working with corporate payroll to resolve anomalies.
• Work with unit faculty and staff to review all processes for adherence to payroll guidelines, resolve problems as needed with payroll supervisors.  Recommend and implement improvements to ensure efficiency and accuracy.
• Primary responsibility for all payroll activities for faculty, exempt, non-exempt and students including, but not limited to hiring, personnel changes, reclassifications, cost distribution changes, terminations, leaves of absence, cost transfer, overpayments, gross pay, and related activities.  Processes base salary and supplemental payments, non-compensatory payments, biweekly, secondary, paypoint setups; ensures timely submission of biweekly payroll according to Duke Corporate Payroll 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.
• Anticipates, identifies and works to resolve potential payroll problems to minimize the financial and operational impact to the school.
• Generates a variety of payroll reports, reviews for accuracy and processes transactions for corrections as needed.
• Work with all centers within Sanford for payroll issues and advice.
• Serves as the in-house expert on the student recruitment portal, JobX supported by Duke.
  • Coordinate with Duke Temps, Aerotek, Corporate HR, and Serve as SSPP Liaison.
  • Resolve compensation problems.
  • Process special Payroll projects.
  • Distribute paychecks according to the University guidelines. 

VISA and DFAC Coordinator 15%

• 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 (H-1B, OPT, J-1, permanent residence, etc.).
• Liaise with Visa Services to stay up to date on visa practices and understand the impact on personnel hiring and retention relative to visa class.  Will prepare, submit and track visa paperwork.
• Serve as the 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 15%

• Maintains and requests guest accounts, website changes, library access and staff mailing list.
• Manages and coordinates all school wide HR functions, events, and work culture initiatives include, but not limited to pulse surveys, various methods of recognition/career service awards, onboarding, employee appreciation and training associated with recognition, Live for Life, etc. 
• Maintain and ensure the HR shared drive is up to date with the current tools, templates and forms.  Assist with HR communications and organizational-wide presentations as needed to include but not limited to PowerPoint designs. 
• Maintain HR Project Management and HR Sharepoint site.  Consistently monitor the site for up-to-date information, tools, and ease of use for the end user. Ability to use in-house tools such as Qualtrics and Duke Box

Perform other related duties incidental to the work described herein as directed by Director of HR.  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.

MINIMUM QUALIFICATIONS

EDUCATION/TRAINING

 Work requires a general business or personnel background generally equivalent to a bachelor's degree in a related field.

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 critical.
• Demonstrated experience dealing with sensitive personnel issues and maintaining confidential information.
• Effective problem-solver with the ability to work effectively under pressure handling competing priorities, meet deadlines and exercise sound judgment and discretion.
• Outstanding organizational skills and attention to detail. 
• Excellent verbal and written communication skills, interpersonal skills involving the ability to establish trust, maintain confidence and understand social behavior and interactions.
• Ability to work with all organizational levels, to influence actions and negotiate outcomes.
• Proficiency with all Microsoft Office products and experience with HR systems (JobX, SAP, Success Factors, Iforms, etc.).

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $58,656.00 to USD $85,000.00. Duke University considers factors such as (but not limited to) the scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job 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.

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.