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Hr Finance

2 months ago

Durham, United States Duke University Full time

Hr Finance & Payroll Coordinator
Work Arrangement:
Requisition Number: 249796
Regular or Temporary: Regular
Location: Durham, NC, US, 27710
Personnel Area: UNIVERSITY

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.

Position Title: HR Specialist (level 10)

Functional Title: Finance & Payroll Coordinator

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 finance 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 Finance & Payroll coordinator will be in 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 exempt position designated as hybrid that will occasionally require an on-campus presence when processing student hires and participating in team activities.

Work Performed

Payroll & Operational Support (30%)

Serve as a “payroll expert” for all units and make recommendations advising and monitoring all payroll activity within the portfolio.
Assist HR team with salary letters upon request.
Help with the administration of JF27 hiring through Academic Jobs Online (AJO)
Coordinate Duke Temp Services request for units along with educating on upcharges and state or out of state work policies.
Manage Kuali Build forms and processes to better assist all units.
Acts as a subject matter expert on policies and procedures related to the hiring of foreign national, undergraduate and graduate student employment.
Audit biweekly timecard 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, such as I-9 verification and ensure new hires are signed up for orientation. Track 90-day probation/trial-period process for supported units.
Advise and prepare supplemental pay requests, paper timecards, 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 (30%)

Coordinate personnel-related transactions such as opening requisitions, processing terminations, 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.
Initiate dFac transactions on behalf of units. Includes reappointments, memberships and new appointments.
Review data within Scholars@Duke and retrieve updates as appropriate.
Serve on position search committees upon request for units. Monitor and resolve “stuck” iform workflow items.
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 Program Oversight (20%)

Responsible for managing the compensatory and non-compensatory payroll for 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.
Train units and provide guidance on all JobX postings and work-study assignments.
Transition graduate student positions to other Duke classifications upon graduation.
Manage all Non-Duke and Admin Interns for supporting units.
Create student flow charts that units can utilize to determine process and procedures required.

General Finance (15%)

Complete Accounts Payable Check Requests (APCRs), Purchase Orders (POs), and process checks for assigned units.
Provide guidance and/or submit Concur expense reports as needed.
Monitor and resolve “stuck” workflow items.

General Administrative Duties (5%)

Special projects assigned on behalf of the team.
Perform other related duties incidental to the work described herein. This is not intended to be an exhaustive list of all responsibilities and duties required in this role.

Required Qualifications at this Level:

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.

Education/Training

Work requires knowledge of general accounting principles usually acquired through two years post-secondary education in accounting or a related business field.

Experience

Work generally requires 3 years of experience in an academic setting to become familiar with generally accepted accounting, payroll and personnel practices involved in monitoring financial systems and resolving complex accounts.

or an equivalent combination of education and relevant experience.