HUMAN RESOURCES COORDINATOR
Company: Duke Careers
Location: Durham
Posted on: January 26, 2023
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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.
Education/Training
Work requires knowledge of basic communications, research and
mathematical principles normally acquired through a high school
education.
Experience
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.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR
EXPERIENCE
Qualifications
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
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.
Keywords: Duke Careers, Durham , HUMAN RESOURCES COORDINATOR, Other , Durham, North Carolina
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