PERSONNEL SPECIALIST (INCLUDING PAYROLL), PROVOST ACADEMIC SUPPORT

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
Serving as the front line point of contact, provide excellent customer service for personnel and payroll activities within the University Institutes and Centers (UIC’s) and other Academic Support units including payroll management, personnel related transaction support, policy interpretation and application, and related training and onboarding. This position works with a team of operational and human resource professionals to ensure academic support units are a model of excellence and that resources are allocated and expended in accordance with University policy.

The Personnel Specialist will be a highly visible position and acts as the primary contact for all payroll matters for the team and served units, triaging and escalating as appropriate. Excellent customer service, responsiveness, patience, organizational and follow through skills as well as comfort and proficiency navigating new and existing systems are essential to this role.
This is a full time position that will require at least 1-2 days of in person work per week.
Work Performed
Payroll & Operational Support (35%)
Serve as a “payroll expert” for all units and make recommendations advising and monitoring all payroll activity within the portfolio.
Acts a subject matter expert on policies and procedures related to the hiring of foreign nationals.
Acts as a subject matter expert on policies and procedures related to undergraduate and graduate student employment.
Audit biweekly time card submission processes, review for errors, assign and monitor approvers, oversee work-study student pay process, and review monthly pay and time off reports for timeliness and anomalies.
Assist with new hire onboarding, specifically, I-9 verification.
Advise and prepare supplemental pay requests, paper time cards, pay exceptions, stop payments, reissues, and leave paperwork. Maintain pay points, perform regular audits of zero rate employees, dormant positions and provide summary reports to PAS leadership.

Personnel Support (35%) 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. Assist the team with the annual performance evaluation and salary setting process. Assist the team with the annual budget process.
Initiate dFac transactions on behalf of units.
Monitor and resolve “stuck” iform workflow items. May serve as a resource and connector on matters of staff and labor relations- connecting both managers and employees to the appropriate offices.
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.
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.
Student Programs Oversight (25%)

Responsible for managing the compensatory and non compensatory payroll for summer undergraduate and graduate student programs. This includes program setup and working with payroll to determine appropriate payroll type. Manages administrative activities associated with signature non compensatory programs such as Data by partnering with program staff, payroll and OIT to organize program logistics. Manages and directs staff on the payroll elements associated with these efforts.

General Administrative Duties (5%)
Order and maintain supplies for the office suite, coordinate maintenance requests and perform occasional courier services to campus.
Special projects assigned on behalf of the team.
Other duties as assigned

Desired Skills:
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 Duke@Work and SAP; as well as other computer software needed to perform job requirements
Minimum Qualifications

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

Workrequires 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

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.