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.
Human Resources & Faculty Affairs Representative
About Provost Academic Support
The Provost Academic Support Finance and Administrative team provides back-office support to units that foster interdisciplinary teaching, research, and civic engagement at Duke, with a particular focus on signature University-wide institutes and other University-wide interdisciplinary initiatives and programs (UIC) as assigned by the Provost and Vice Provost for Interdisciplinary Studies (VPIS). We help to ensure that administrative staffing and processes effectively and efficiently support interdisciplinary activities within, across and beyond UIC units; provides a “one stop shop" for operational guidance and approvals for UIC directors and staff, and that UIC affiliated centers provides adequate oversight to ensure efficacy and compliance with university policies/procedures in all critical administrative areas. We seek to eliminate or minimize administrative barriers to interdisciplinary scholarship, teaching, and outreach; and through all of the above, help to maximize the impact of Duke’s significant investments in cross-school units that foster interdisciplinary scholarship, pedagogy, and two-way engagement with stakeholders outside the university.
This is a full time, exempt position that will require some amount of regular on campus presence for tasks like I-9 verification of new hires with the balance of time eligible for remote work. To be considered, please include a cover letter with your application that describes prior HR experience.
Provide excellent customer service for human resource activities for an assigned portfolio of University Institutes and Centers including recruitment, payroll, onboarding, policy interpretation and application, and other personnel related activities. Working as part of a shared services team this position reports to the Operations Group Business Manager with a dotted line and mentorship component provided by the Provost’s Office Human Resources team. The Provost Academic Support team is charged with creating a spirit of partnership with the units they serve and promoting a culture of inclusion.
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 assigned units, 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.
Organize annual summer recruiting and onboarding of compensatory and non compensatory paid student interns.
Faculty Affairs (20%)
Advise on faculty appointment process, including appropriate classification, salary setting, dossier preparation and review process; review appointment letters to ensure compliance with faculty handbook and Duke policy and practice.
Maintain administrative system for cataloguing, tracking and work flowing faculty appointments and memberships with the dFac database and any other related MOUs in the database; monitor and approve dFac entries to ensure compliance with established standards and advise accordingly.
Request anticipated reviews/promotions annually from schools, prompt unit leaders and School Deans’ offices for review of joint appointed faculty up for review/promotion. Track and prompt units regarding review schedule for (non-tenure track) regular rank faculty who are appointed solely in Provost Support units; ensure follow-through on all outstanding or pending renewals by tracking and prompting involved parties as needed.
Represent office in monthly users meetings for dFac and [email protected] and share information with relevant parties regarding dFac workflow, training and updates.
Human Resources (60%)
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.
Work with Provost Office Human Resources to facilitate the annual performance evaluation and salary setting process.
Lead recruitment efforts for assigned units including liaising with Duke recruiting, placing advertisements, conducting phone screens, and participating and organizing search committees.
Prepare, issue and track offer letters. 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 closing the requisition in SuccessFactors or Academic Jobs Online (AJO) ensuring compliance with recommended recruitment and documentation best practices.
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.
Manage annual PEP process to provide directions to managers and ensure documentation on file.
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 on behalf of assigned units.
Conduct exit interviews and provide feedback as appropriate to leadership and Provost HR.
Work closely with central offices and in unit staff to monitor compliance to University mandated training such as RCR, Financial Compliance, Harassment, Safety etc.
Process and provide advice on appointment renewals, terminations and leaves of absences.
Participate in special projects as needed.
Manage space and remote work arrangements.
Provide ad-hoc reporting on EEO data to OIE.
Perform other related duties incidental to the work herein described.
- 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 Payroll/iForms
Work requires organizational, analytical and communication skills generally acquired through the completion of a bachelor's degree program.
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.
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.