School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

The HR Representative performs human resource-related functions of a confidential, complex and technical nature in support of general and special office activities to maintain an efficient and effective operation. The HR Representative will engage in a variety of duties for the Duke Cancer Institute (DCI) which requires the ability to work effectively with other departments and interact comfortably with stakeholders. Activities include payroll services foreign national and visa support/assistance, position management, duties may vary as the needs of the institute change. This is a full-time position located in Durham, NC and reports to the HR Departmental Manager (HRDM). Some remote flexibility may be considered depending upon the operational needs of the institute.

Work Preformed

HR Generalist Duties, 25% effort

• Serves as the Onboarding Coordinator for all positions. Administer the pre-employment process for new hires and transfers including background checks, health screenings, I-9 verification, etc.

• Organizes and maintains electronic files, reports, databases and correspondence required for reference and efficient operation of the institute’s files, scan documents in electronic files

• Advise departmental management on pay issues, classification issues, performance appraisal, and employee relations issues, maintain liaison with HR and other appropriate offices and departments to respond to personnel problems, issues and special requests and to facilitate personnel actions.

• Coordinate New Employee Orientation Program and Duke Orientation

• Develop spreadsheets, trackers, databases, and runs reports.

• Interpret Duke HR policies and intent and/or acceptable management practices to ensure fair and consistent application of University policy.

• Determine budgetary impact of salary actions and assist management with starting salary recommendations.

• Draft offer letters and risk determinations for hiring managers.

• Maintain current personnel files and archives.

• Manage 90-day evaluations and maintain documentation.

Payroll/Hiring: 25% Effort

• Create positions and open requisitions in iForms and SuccessFactors.

• Maintain records and files in compliance with the joint commission, SOM, finance, counsel office standards and applicable rules and policies.

• Coordinate with DCI Finance and Corporate Finance to process manual forms (i.e. cost distribution, supplements, overpayments, gross pay adjustments), secure approval signatures and generate notification letters.

• Advise on the appropriate salary for promotions and classifications. Manage the approval process for equity raises and supplemental pay. Enter required transactions.

• Compose and modify position descriptions.

• Participate in annual salary setting. Provide leadership with impact analysis of raises, including annual merit raise, as required.

Databases and Reporting, 35%

• Develop, generate, analyze, maintain and report data pertaining to HR metrics, stay and exit interviews, recruitment, as well as ad hoc data requests. Manage the generation and distribution of related reports and information to internal customers.

• Work closely with the DCI Finance team to provide requested information and implement payroll and compensation changes.

• Assist with the standardization of processes and workflow.

• Manage iForms workflow. Serve as backup SAP Administrator.

• Generate monthly reports to reflect onboarding and offboarding of staff.

• Create and maintain databases for equity and staff education and experience analysis.

Communication/Technical Oversight – 15% Effort

• Maintain and support the HR Channel and request form with up-to-date information and tools.

• Maintain HR Project Management site. Consistently monitor the 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.

• Maintain the organizational charts, approval reporting and distribution lists.

Other work as assigned. The intent of this position description is to be representative of the general nature, level, and types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Minimum Qualifications

Education

Work requires organizational, analytical and communication program. skills generally acquired through the completion of a bachelor's degree

Experience

Work requires two years of business, administrative and/or experience. supervisory experience with exposure to supervisory or human resource policies and practices related to employee relations. A master's degree in a related field may be substituted for 2 years of experience.

Preferences

• Experience with University HR systems/tools (SAP, iForms, REDCap, SuccessFactors etc.).

• Command of current technology and an understanding of how to harness available technological resources in the delivery of HR initiatives.

• Excellent written and verbal communication skills.

• Adaptability to changing circumstances and commitment to continuous assessment and process improvement.

Job Code: 00001359 HR REPRESENTATIVE
Job Level: 12

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 essential job 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.