Staff Assistant/HR-Payroll, Physics

North Carolina, United States
11 Oct 2018
End of advertisement period
11 Dec 2018
Academic Discipline
Physical Sciences, Physics & Astronomy
Contract Type
Full Time


Job Description

Physics HR/Payroll Representative

Job Description

Provides efficient office operation and performs administrative roles of a complex and confidential nature to support the Department of Physics. Maintains effective working relationships for Physics operational activities through ongoing communications with countless Duke offices and teams. Strong emphasis on proactive problem resolution and departmental communications. Performs administrative duties with minimal direction.

HR/Payroll Services – 80% Effort Follows in-house Human Resource (HR) and payroll policies and procedures for 180+ non- exemptand exempt student and employee positions. Coordinate and maintain the entry of human resource and payroll data, and the generation and distribution of related reports and information. Review all department personnel forms for completeness, accuracy, timing, and conformity to budget and policy guidelines; make recommendations and process forms as appropriate; identify and research unbudgeted or potentially inappropriate actions or requests and report to department management regarding resolution or disposition.

Processes all iForms from Background Checks to Terminations. Payroll transactions vary throughout the semesters, e.g., Fall semester can be 80% effort with the hiring of students and employees for the new school year. Negotiates iForms through all approval levels ensuring timely processing. Ensures timely submission for all time recording. Promotes and assists with direct deposit for safe and timely receipt of University payments. Monitors student work study hours to prevent unnecessary cost distributions.

Administers foreign national payments for compensatory and non-compensatory funding, including fellowships and postdoctoral scholar awards. Provides expertise and assistance with these payments to ensure the appropriate classification of the payment along with any regulatory requirements. Delivers essential role as secondary point of contact for Visa Services. Monitors our Foreign National Clearance Expiration Notices for individuals ending employment, and ensures timely action required for continued employment. Maintain liaison with HR representatives, departmental manager and staff, and others as necessary to obtain and provide information.

Verify and support personnel and payroll actions and ensure compliance with established department/Duke policies and procedures and departmental management directives regarding HR and payroll activities. Anticipate and identify potential HR and payroll problems to minimize the financial and operational impact to the Department.

Communicate and educate employees on departmental/Duke personnel policies and/or benefit changes. Investigate, document, and resolve unique payroll and human resource problems and issues. Maintains essentialPhysics contact lists for staff, faculty, and assigned supervisors. Controls and maintains Physics personnel files, reports, and correspondence required for reference and audit. Disseminates Corporate Payroll news and events.

Office Management Support – 15% Effort Maintains a professional office appearance. Greets and assists staff/faculty/students/visitors to the Department. Answers questions regarding Physics activities and makes referrals as appropriate. Assists callers with questions regarding Physics activities and makes referrals as appropriate.

Checks voicemail and follows-up with callers, ensuring urgent messages reach the appropriate staff member in a timely manner. Attempts to shield the professors and labs from nuisance calls, while trying to get an understanding for what is really needed. Instructs people where to find supplies and information, being helpful but reasonable. Learn who does what and refer them to the right person or resource to get assistance.

Process incoming and outgoing Fed Ex, UPS, DHL shipments and USPS mail. Update mailboxes for new personnel. Scheduling rooms for meetings, events, seminars. Using iCal to schedule the rooms we own and using 25Live and student services for the rooms we don’t own.

Office Operational Support – 3% Effort Support departmental copiers. This entails educating staff on the fax use and use of Authorization Codes, supplying paper and toner, sorting a variety of facsimiles. Liaison with Office Products service representative as necessary. Utilize Physics personnel databases to update printed directory and manage various departmental listservs. Maintain Physics department personnel photo board.

Department Key Inventory – 2% Effort Maintain Physics database for room and lab assignees, providing keys to new employees, students, and visiting scholars. Maintain record for Physics members departing and forward reminders to key holder and supervisor. As keys are needed, order from key shop, pick up, and enter into database. Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This isnot intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Requisition Number 401482938
Location Durham
Job Code 476 STAFF ASST
Job Family Level 09
Exempt/Non-Exempt Non-exempt
Full Time / Part Time FULL TIME
Regular / Temporary Regular
Shift First/Day

Minimum Qualifications

Duke University 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.


Work requires a broad knowledge of clerical and accounting principlesand practices normally acquired through two years of post-secondaryeducation in secretarial science or a related business field.


Work generally requires four years of related secretarial/clericalexperience to acquire skills necessary to administer complex officefunctions related to office management, communications, andbudgetary/accounting activities.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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