HR SPECIALIST - 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.

Job Description
HR Specialist (DUKE TITLE)
HR Specialist (Sanford Title)
(Job code 265, Level 10)
Sanford School of Public Policy
Duke University

Occupational Summary
The HR Specialist will provide human resource related functions to the Sanford School of Public Policy faculty, staff, and student community, including handling student payroll services, foreign national and visa support/assistance.  The position reports to the School’s HR Director.

Work Performed
A detailed description of functional areas and tasks follows:

Student Employment/Payroll (35%)

• Serves as the in-house expert on the student recruitment portal, JobX supported by Duke.  Acts as resource person to the Sanford 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, seeks feedback from student supervisors on the competitiveness of our student rates, makes recommendations to HR Director 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 supplemental payments, non-compensatory payments, biweekly secondary pay point setups; ensures timely submission of biweekly payroll according to Duke Corporate Payroll schedule.
• Partner with the HR Representative on the electronic timecard process for students.  Monitors the timely and accurate submission of timecards, runs reports, identifies, monitors, and resolves problematic compensation payments for students through the interface with Duke Corporate Payroll Services and Duke departments as needed. 
• Manage and review all Department 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 centers within the school for payroll issues and advice.
• Function as a member of the HR/Payroll Team providing backup support for payroll processing including faculty and staff payroll, compensatory payments. 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.
• Serve as the backup for faculty and staff hiring.

Data Analysis/Reporting (20%)

•  Develop, generate, analyze, maintain and report data pertaining to HR metrics, Key Performance Indicators (KPI’s), exit interview, recruitment as well as ad hoc data requests. Manage the generation and distribution of related reports and information to internal customers. Generates a variety of payroll reports, reviews for accuracy and processes transactions for corrections as needed. 
• Regularly tracks and reports on student metrics. Analyzes data for areas of interest.
• 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.
• Anticipates, identifies, and works to resolve potential payroll problems to minimize the financial and operational impact to the school. 

Recruitment (15%)
Manage, coordinate, and place advertisements for research positions as needed.
Perform additional HR Responsibilities as directed by the HR Director.

Events & Employee Engagement Team Support (10%)

• Assist with work plans to include identification of financial and people resources to execute employee events and work culture initiatives.  Such 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.  
• Assist and coordinate major events/projects to include distributions for HR sponsored events to include but not limited to: work culture, employee appreciation and Live for Life. Assist with the implementation of work plans for organization-wide events/projects.  

Communication/Technical Oversight (20%)

• Maintain and support the HR SharePoint site with up-to-date information and tools.  
• Maintain HR Project Management site.  Consistently monitor the SharePoint site for ease of use for the end user.  
• 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.  
• Ability to use in-house tools such as Qualtrics and Duke Box.
• 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. 

Minimum Qualifications
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

In addition, the successful candidate will possess the following qualities/attributes:

• Attention to detail is very critical
• Adaptability to changing circumstances and commitment to continuous assessment and process improvement
• Excellent written and verbal communication skills
• Command of current technology and an understanding of how to harness available technological resources in the delivery of human resources initiatives
• Cross-cultural communication and diplomacy skills
• Initiative and flexibility
• Familiarity with University HR systems/tools (SAP, Success Factors, IForms, etc.)

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.