HR Specialist

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

Occupational Summary

We are seeking a highly organized and detail-oriented individual to join our team as an Adjunct/NRR Hiring Process and HR Coordinator. The ideal candidate will manage various aspects of the hiring process for adjunct instructors, assist with faculty searches and interviews, coordinate payroll, oversee the recruitment process for research positions, manage HR communications, and coordinate school-wide events. This role requires excellent communication skills, strong administrative capabilities, and the ability to manage multiple tasks simultaneously. This position will report to the HR Director and the Manager of Faculty Affairs.

This is a full-time, non-exempt position that will require at least 3 days of in-person work per week.

Work Performed

Adjunct/Non-Regular Rank Hiring Process (35%)

• Collect information from centers and programs regarding courses they will be offering each semester.
• Create marketing materials and postings for external sites.
• Prepare contract letters for instructors using templates and mail merge.
• Obtain approval for contract letters from centers, programs, and the Finance and Administration Dean.
• Email letters to instructors, track their return, and ensure they are signed.
• File returned letters in the shared drive and share them with Sanford HR and Faculty Affairs.

Faculty Affairs Assistance (10%)

• Provided logistical support to the Faculty Affairs Manager related to appointments, reviews, and reappointments.
• Assist search committees by booking interviews with semifinalist candidates.
• Prepare and finalize semifinalist interview schedules for the search committee.

On-Site Assistance for Flyouts (5%)

• Serve as the onsite coordinator for search finalists visiting campus.
• Arrange catering, transportation, hotel, and AV setups for candidate presentations.
• Book restaurants for faculty dinners and breakfast meetings.

Payroll & Operational Support (25%)

• Oversees the electronic timecard processes for exempt and non-exempt and students. Monitors the timely and accurate submission of timecards, runs reports, and identifies and resolves problematic compensation payments for staff and students through the interface with Duke Corporate Payroll Services and Duke departments as needed.
• 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 for non-exempt and exempt staff.
• Anticipates, identifies and works to resolve potential payroll problems to minimize the financial and operational impact to the school.
• Maintain paypoints, perform regular audits.
• Generates a variety of payroll reports, reviews for accuracy, and processes transactions for corrections as needed.
• Work with all centers within Sanford for payroll issues and advice.
• Prepare multi-purpose forms for processing if timecards are not submitted by the deadline.

Student Employment (10%)

• Process student employment for faculty not affiliated with a center to include EAD’s students.
• Prepare student offer letters commensurate with University policies.
• Manage administrative activities associated with signature non-compensatory programs such as the Career Services professional development program.
• Serve as a backup to the Student Employment HR Specialist as needed during peak times.

HR Communications (5%)

• Maintain Sympa listservs.
• Serve as the HR Web Administrator and maintain the HR intranet site.
• Create and distribute the HR newsletter quarterly.

School-Wide Events (5%)

• Create project plans for major school-wide events, such as the holiday party, career service events, and employee appreciation events.
• Place faculty meeting and seminar catering orders.
• Implement and manage the execution of these events.

General Administrative Duties (5%)

• Process leaves of absences for faculty and staff.
• Process Duke Temporary or other temporary requests.
• Special projects as assigned on behalf of the team.

Qualifications:

Bachelor’s degree in human resources, Business Administration, or a related field.

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.

• Proven experience in HR coordination, recruitment, and payroll management.
• Excellent organizational, attention to detail, and multitasking skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and HR management systems.
• Ability to work independently and as part of a team.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $20.12 to USD $32.22. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

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.