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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary:

Manage and coordinate personnel activities in the Medical Education Administration office in the School of Medicine. to include recruitment, placement and termination of employees, classification and salary administration, interpretation of personnel policies, and employee relations functions to meet University and departmental objectives. This position reports to the Associate Dean, Medical Education Administration, SOM.                                               

Job Responsibilities: All payroll and Human Resource duties for 70+ full-time employees, 80+ part-time employees, compensation for faculty.

        1. Human Resource:

• Writing and assisting managers with departmental job descriptions
• Advise managers of acceptable management of department policies/procedures to ensure fair and consistent applications of university policies and best practices
• Provide and gather information for job descriptions, meet and consult with Rewards & Recognitions, Recruitment and HR Management Center for reviews and recommendations
• Processing Vacancy Management Approval Forms when applicable
• Processing Job Analysis Questionnaires to create and re-class positions through iForms
• Post all  positions to HR Website, updating the posting with department job descriptions
• Liaison with Rewards & Recognitions; HR Finance; Recruiters; Staff and Labor; Duke Visa Services
• Process Hires; Terminations; Retirements; Rate and Schedule Changes; Reduction in Force; Equity Analysis for salary recommendations and promoting equity within the department
• Write Formal Offer Letters that include Condition of Employment, along with Department Job Description attached
• Meet with all new and transfer employees to process hire/transfer. To discuss benefits, SOM Holidays, Condition of Employment Vaccination/Exemption Requirements, time reporting, expectations of 90-day probationary period, etc.
• Provide Exit Checklist and Interviews to employees leaving or transferring out of Medical Education, SOM
• Duke Visa Web Access to process Visa renewals for Foreign National Staff
• Review Success Factors to provide updates between Hiring Managers and Recruiters
• Create and manage personnel files & Remote Work Agreements, including electronic documentation
• Work with Associate Dean and Admin Coordinator with salary budget planning during budget season and salary setting
• Process and gather information for Leave of Absences; Family Medical LOA; Maternity and Paternity LOA; KIEL applications and donations.
• Process I-9’s via Success Factors for new hires.
• Schedule onboarding orientations for new employees within first 30 days of employment
• Provide guidance, assist and process Coach and Counseling and Corrective Action for employee performance issues.
• Attend monthly HR Forum and HR SOM meetings to push out updates and information to all staff, to include presentations for our Medical Education Staff Meetings
• Assist in scheduling presenter/speakers for the Medical Education Staff Meetings
• Floral requests for funerals and hospital stays for staff and family.
• Lead in Internal Audits by working directly with Auditors
• Provide oversight to Admin Assistant of annual review of Influenza & Covid Exception Reports to include processing notification letters to personnel not in compliance
• Provide oversight to Payroll Representative to process secondary position for Nurses working in the Inter-Professional Clinic “IPE”
• Process Postdoctoral Associate Hires
• Process and liaison Visa office for H1-B Visa applications for Foreign National Hires in Medical Education
• Liaison with DFAC Representative in Medical Education and process iForms for Faculty hires, terminations, etc.
• Process all Corporate Card applications and Department Set-ups for Medical Education
• Process badge access for Trent Semans Center and Seeley Mudd Bldg

        2. Payroll Representative

• Oversight for the DDWA Monthly Pay Point
• Oversight for the DDPD Biweekly Pay Point
• Provide oversight to managers/supervisors for Performance Evaluation, Self -Assessment, and Maintenance annually
• Provide oversight & backup to Payroll Rep.: Monitor and run time reports
• Provide oversight & backup to Payroll Rep: Send out group emails of Corporate Payroll Roll out reminders and updates to staff. To include: Electronic Time Cards, Time Off Reports, etc.
• Primary Effort Certification Reporting Coordinator annually for all staff paid on multiple codes and faculty from other departments cost distributed to SOM codes or paid supplemental payments
• Process physician/faculty compensation for the following programs: Inter-professional Education Clinic; Masters of Bio-Medical Sciences Program; Small Group Leaders; Gross Anatomy Directors, Admission MMI as needed.
• As manager of the MEA team this position is approver for a number of employees’ electronic time cards and Exempt Monthly Time-Off Reports.

        3. Student Accounts that include Davison Council

• Oversee and manage Admin Assistant in reconciling monthly financial statements and process medical student reimbursements.
• Process journal transfers for student accounts with interdepartmental donations and contributions as needed
• Provide oversight and approvals for Admin Assistant to process Accounts Payable Check requests, Corporate Card payments and Buy@Duke purchase orders for medical student events

        4. Manager of 2 FTE employees with all of the responsibilities and challenges

• 1 – Admin Coordinator, L-12; 1 – Admin Assistant, L-10; Recommending various personnel actions including, performance appraisal, disciplinary actions and vacation and other time off schedules.

Minimum Qualifications:

Education/Training

Work requires a general business or personnel background generally equivalent to a bachelor's degree in a related field.

Experience

Work requires three years of business and/or administrative experience, with exposure to human resources activities, to acquire knowledge of human resources policies and procedures necessary to manage the personnel activities of a department of division.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Skills: Proficient working with IForms, Success Factors, Visa Web Access, Good communication & writing skills, Management experience, Time Off & Electronic time reporting, Compliance, Effort reporting

Job Code: 00001242 HR DEPARTMENTAL MANAGER
Job Level: 14

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.

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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.