HR Representative

The Human Resources Representative is responsible for managing HR and payroll activities, providing excellent customer service, and ensuring compliance with university policies and procedures. Serve as HR business partner for assigned areas of support, using HR job knowledge and application of Duke HR policies and procedures.

Work Arrangement – Hybrid (Minimally once a week on campus but will be determined by the department).

DEPARTMENTAL PREFERENCES

SHRM - PHR preferred.

MINIMUM QUALIFICATIONS

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

Experience - Work requires two (2) years of business, administrative and/or 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.

Be Bold.

Work Performed

Talent Acquisition & Personnel Support (40%)

• Initiate, review, and update job requisitions and support recruitment workflows within HR systems. Monitor candidate pipelines and update applicant statuses throughout the hiring process.
• Process and verify offer details in Success Factors, including compensation and start date information.
• Determine initial salaries based on PAMC guidelines.
• Coordinate and support personnel-related transactions, including compensation changes, and separations. Advise staff and managers on HR processes related to pay actions, leave, and employment data changes, and partner with central payroll to resolve issues as needed.
• Review and screen departmental requests for reclassifications to determine appropriateness of submission. Collaborate with Rewards & Recognition (R&R) on submission and review of reclassification requests. Assist department with drafting reclassification memos to affected employees.
• Compile and validate data used for salary administration, budgeting, and workforce planning.
• Maintain accurate and confidential personnel records in compliance with institutional policies, supporting reporting requirements and periodic audits.
• Oversee the annual Performance Evaluation Process (PEP) for departments utilizing both electronic and word versions of the PEP document.
• Assist with salary administration for assigned units within the PAMC to ensure adherence to guidelines.
• Provide guidance to units on student hiring processes, job postings, and work-study programs.
• Assist with transitions of student roles to other employment classifications and oversee administrative processes related to interns and non-standard appointments.
• Develop and maintain clear process guidance and documentation to support consistent and compliant student employment practices.

Operational Support (40%)

• Advise and support HR and payroll operations for schools and units within the Provost Academic Management Center (PAMC). Coordinate and manage employee lifecycle activities, employment changes, and separations, ensuring compliance with Duke’s policies and deadlines.
• Serve as back-up to HR Specialist to process HR and payroll transactions (e.g., hires, transfers, terminations, compensation changes, and position management) with a high degree of accuracy.
• Serve as a key resource for payroll administration, including auditing timekeeping processes, monitoring approvals, reviewing reports for discrepancies, and supporting resolution of issues.
• Act as a primary point of contact for new hires and employees by providing guidance on HR policies, employment expectations, and payroll procedures.
• Monitor and track employment-related activities (e.g., probationary periods), conduct routine audits (e.g., pay data, inactive positions), and prepare summary reports for leadership.
• Contribute to process improvement efforts, including development and maintenance of workflow tools and forms.
• Serve as subject matter expert and develop process improvements by utilizing Duke resources.
• Coordinate temporary staffing requests and advise units on applicable policies.

Employee Relations (15%)

• Serve as the initial point of contact for departments and units regarding employee relations matters, including workplace concerns, complaints, grievances, and performance issues.
• Partner with the HR Director to assess employee relations concerns, determine appropriate next steps, and coordinate follow-up and support.
• Assist with the development and implementation of performance management and corrective action plans, including drafting documentation and advising on appropriate processes in consultation with the HR Director.
• Monitor, document, and track employee relations matters to ensure timely follow-up, consistent support, and appropriate escalation of concerns.
• Follow up with managers and departments on recommended actions, including performance documentation and corrective action plans, to assess progress, identify additional support needs, and determine when further HR involvement is warranted.
• Connect employees and managers with appropriate HR resources, guidance, and support to address workplace concerns and facilitate resolution.
• Maintain accurate and confidential records of employee relations matters and follow established procedures for documentation, communication, and escalation.

General Administrative Duties (5%)

Participate in special projects and provide general administrative support as needed.