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Company: Duke Careers
Location: Durham
Posted on: January 26, 2023

Job Description:

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 human resources coordinator performs administrative support duties of a confidential complex and technical nature in support of general and special office activities to maintain an efficient and effective operation.The human resources coordinator will engage in a variety of duties for Nicholas School of the Environment (NSOE) requiring the ability to work effectively with other departments and interact comfortably with students, faculty, staff, and administrators. Activities and duties may vary as the needs of the school change.This is a full-time position and reports directly to the Assistant Dean of HR and Administrative Services.

Work Performed

Human Resources Support 55%

Function as a member of the NSOE HR Team. Primary responsibility for all payroll activities for all faculty, regular rank and non-regular rank, contract instructors, adjuncts, but not limited to hiring, background checks, transfers, personnel changes, reorg, cost distribution changes, terminations, leaves of absence and related activities.Back-up dFac coordinator for NSOE.

Communicate and educate school/Duke personnel policies and/or benefit changes. Investigate, document, and resolve unique payroll and human resource problems and issues.

Manage and assist with coordinating training for NSOE faculty, staff, and students.

Collaborate in the management and tracking of regular and non-regular rank faculty appointments, re-appointments, terminations/retirements, and sabbaticals.Ensure funding availability, prepare letters, collect signed copies.Send departure notifications as needed.

Track and manage the processing of various faculty payments including summer supplements.Prepare all split funding agreements.

Maintain faculty files, mailing lists. Maintain database tracking all faculty milestones including promotion, tenure, sabbaticals, and retirement

Assist the HR team in working with Visa Services to request visas for international faculty/students/scholars, enter data in Webforms. Determine if any work authorization issues and follow appropriate visa procedures when applicable.

Manage, coordinate, facilitate, the annual career service awards for faculty and staff.

Manage, coordinate, and ensure labor posters are ordered and updated as needed. Keeping the Assistant Dean of HR and Administrative services aware of any issues or concerns.

Manage, coordinate, and place advertisements for NSOE positions as needed.

Create vacancy management forms, organizational charts, job analysis questionnaires.

Perform additional HR Responsibilities as directed by Assistant Dean of HR and Administrative Services

Assist in managing and auditing the Central Repository for sensitive complaints and allegations.Serve as the Nicholas School point of contact for worker's comp claims.Track, manage, and communicate with the Assistant Dean of HR and Administrative Services on regarding claims.

Student Payroll 30%

Serves as the NSOE expert on the student recruitment portal, JobX supported by Duke.Acts as resource person to the Nicholas School student supervisors and as an intermediary with Duke staff responsible for the system.

Onboard/offboard all students in accordance with internal HR processes.

Manages student compensation, fellowship payments, internship set-up and payments, seeks feedback from student supervisors on the competitiveness of our student rates, makes recommendations to Assistant Dean for HR and Administrative Services for adjustment to rates, verifies that positions are posted, and students hired at the correct rates.

Primary responsibility for payroll activities for all students (undergraduate, graduated and Phd) including, but not limited to hiring, personnel changes, terminations, and related activities.

Processes base salary and gross adjustments, non-compensatory payments, biweekly secondary pay point setups; ensures timely submission of biweekly payroll according to Duke Corporate Payroll schedule.

Partner with the payroll manager on the electronic timecard process for students.Monitors the timely and accurate submission of timecards, runs reports and identifies and monitors and resolves problematic compensation payments for student through the interface with Duke Corporate Payroll Services and Duke departments as needed.

Manage and review all school personnel forms for completeness, accuracy, timing, and conformity to budget and policy guidelines to include faculty appointments; make recommendations and process forms as appropriate; identify and research unbudgeted or potentially inappropriate actions or requests and report to HR management regarding resolution or disposition.

Work with all supervisors within the school for payroll issues and advice.

Function as a member of the HR/Payroll Team providing backup support for payroll/hiring processing including staff, faculty, and student hiring and payroll.

Financial support 10%

Maintain, review, and reconcile credit card transactions for Assistant Dean of HR and Administrative Services.

Initiate accounting documents in accordance with standard procedure.Identify and resolve

discrepancies, contacting appropriate source of information; maintain various accounting and

budgetary records. Prepare and/or compose routine and general correspondence in accordance

with established procedures.

Maintain storage budget for ECS division.

Other Duties 5%

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.


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


Work requires the ability to review, maintain, research, and report on human resource and payroll information/activities generally acquired through five years of related experience.



  • Comfort working in a high traffic, highly computerized and customer-centric environment.
  • Proficiency with the Microsoft Suite, using technology tools including database management, Internet research, e-mail and other tools as required.
  • Self-starter willing to take initiative, seek guidance when needed, and see projects through to completion with little guidance and oversight.
  • Ability to exercise good judgment and discretion and maintain confidentiality.
  • Excellent organizational skills with impeccable attention to detail and follow-through.
  • Ability to multi-task and prioritize activities according to importance and urgency, often requiring flexibility to adapt to changes driven by either staff or student needs.
  • Enthusiasm, friendliness, resourcefulness, and ability to be proactive. Demonstrated interpersonal skills and proficiency in business communication, both written and oral, to effectively represent the school.
  • Availability to work some evening and weekend hours in support of special events/programs.
  • Excellent customer service skills.

    Preferred but not required: Familiarity with Duke University systems such as iForms, dFac, Concur, SAP R/3 reporting.Prior experience working in payroll and HR

    Minimum Qualifications


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


    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.

Keywords: Duke Careers, Durham , HUMAN RESOURCES COORDINATOR, Other , Durham, North Carolina

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