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.

Positional Summary

Primary duties include completion of transactions within the Duke University HR and Payroll systems (e.g. iforms, payroll systems such as API, ETO, SuccessFactors ATS, etc) to accomplish desired outcomes for both staff and students, coordination of the division’s staff personnel files, participation in and coordination support of Staff Resource Office’s programs/events, priorities and projects. Strong emphasis is placed on accuracy of work, proactive problem resolution, managing multiple priorities to deliver required outcomes within defined timelines, and communications with internal partners and constituents which at all times delivers excellent customer service that is helpful, welcoming and engaging.

Key Position Duties

Payroll Management- 35% of Effort

• Facilitate various HR processes for the Division of Student Affairs including, but not limited to, completing rate and schedule changes, supplemental pay, leaves of absence, and other payroll related activities.
• Investigate, document, and resolve unique payroll and human resource problems and issues.
• Respond to daily inquiries related to human resources, payroll, and compliance processes, ensuring excellent customer service that yields a welcoming and helpful experience at all times.
• Anticipate and identify potential human resource and payroll problems to minimize the financial and operational impact to the employee and/or Department.
• Work closely with bargaining unit Directors and staff to process human resources and payroll transactions related to recruitment, leave of absence, and supplemental and longevity pay.
• Participate in the preparing of the annual salary budgets for bargaining unit employees and assist the HR Director with the annual merit process.
• Prepare ad-hoc reports and analysis as requested.

Time and Attendance Coordination- 35% of Effort

• Coordinate the bi-weekly approval of time cards and related payroll forms to ensure all deadlines are met. Review all Exempt Time Reports and Compensated Absence Logs ensuring compliance with Duke HR guidelines.
• Maintain security for the time attendance systems (ex: API, Electronic Time Reporting, and Exempt Time Off Reporting).
• Provide training resources, proactively and on an as-needed basis, to staff involved with reviewing and approving time and attendance transactions.
• Collaborate with HR Business Partners to maintain electronic and/or hard copy personnel files for all staff and non-Duke students in accordance with Federal and University guidelines. This includes exercising judgement, planning and proactive management of activities necessary to ensure accurate and compliant records are maintained. Activities involved include accurate and timely filing and maintenance of hard copy and electronic personnel file records, proper maintenance of inactive personnel files in storage, and other related activities to ensure proper maintenance of records.

Staff Resource Office Support and Collaboration- 20% of Effort

• Work closely with key stakeholders to achieve priorities of the Staff Resource Office and/or Division of Student Affairs, including supporting the planning, coordination, and on-site support of virtual and in-person events as needed; Examples include scheduling meetings, reserving rooms, coordination of vendors/food and materials/supplies for new employee orientation, recruitment events, recognition/appreciation events, meetings etc.
• Serve as a back-up to HR Business Partners in the management of bargaining unit bid processes.
• Maintain office supplies, equipment, facilities support for Staff Resource Office/Resource Administration physical space as needed and assigned.
• Engage with candidates, staff, students, internal customers/partners and team members in an inviting, friendly, and engaging manner to deliver exceptional experiences. Respond quickly, professionally, and accurately to inquiries/requests for assistance.
• Make recommendations for process improvement or policy/practice which assist in efficient and accurate processing of HR/Payroll related transactions while optimizing employee and manager experience.

Other- 5% of Effort

• Perform related duties as assigned or required to meet departmental, Division and University goals and objectives, as assigned by their Supervisor, Director, or respective designees.

The intent of this job description is to provide a representative outline of the type of responsibilities that will be required of positions given this title and shall not be construed as all-encompassing or as a declaration of all specific duties and responsibilities of this position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Physical Demands

• The primary nature of this position is that of office work, with occasional work taking place outdoors, as well as involving occasional lifting of items up to 50lbs. Must be able to complete all positional requirements outlined above with or without reasonable accommodations. For more information, please visit https://hr.duke.edu/policies/ada/

Preferred Skills and Competencies

• Previous experiences working in Human Resources at Duke University (either in the University or Health System) strongly preferred.
• Strong proficiency in reviewing, processing, and troubleshooting payroll and time/attendance record issues.

Foundational knowledge of human resources business principles and competencies

Minimum Qualifications

Education

Work requires knowledge of basic communications, research and education. mathematical principles normally acquired through a high school

Experience

Work requires the ability to review, maintain, research, and report on OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE human resource and payroll information/activities generally acquired through five years of related experience.

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.