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DUKE UNIV PRESS HR & ADMIN DIR
Job Title: DUKE UNIV PRESS HR & ADMIN DIR
Job Code: 2438
FLSA: E
Job Level: 15
Revised Date: 06/01/2023
Job Family: JF 28
Occupational Summary
Reporting to the director of the Press, and working in close conjunction with the other strategic managers and functional directors of the Press manage and coordinate personnel activities and staff logistics. Lead the HR & Central Administration team in recruitment, hire, termination and performance of employees, compensation and payroll budget process, all safety and security efforts, internal communication program, and logistical needs at Duke University Press. Supervise a staff of 4 FTE's.
Work Performed
Lead the Human Resources and compensation program for DUP 35%
Provide expert leadership to the DUP HR group in the area of compensation; manage salary setting process for new staff, current staff, out of cycle adjustments or reclassification for salary offer approval by Director of DUP.
Manage compensation communications for new hire and annual evaluation processes
Conduct equity reviews or call for the creation of salary equity reviews as necessary.
Provide leadership and guidance to HR group in terms of goal-setting, process improvement, and service delivery.
Monitor staff workloads; review and balance work expectations with organizational goals and directives; organize and reorganize the allocation of department resources as necessary; make provisions available for outsourcing work as necessary.
Envision the organizational structure of the Press; oversee the creation and review of job descriptions; ensure that all positions, both existing positions and newly created positions, are properly classified; maintain equity across departments; ensure compliance with FLSA and Duke Rewards & Recognition Department standards.
Manage internal policies for interviewing and hiring; review and approve recruitment service level agreements; ensure that HR staff serves as clearinghouse for job candidates, creates applicant pools for searches, develops venues for qualified candidates, committed to diversity and inclusion in providing opportunities for candidates within under-represented groups and complies with EEO/AA expectations.
Oversee the supervision of the recruitment and payroll processes for students, temporary, and regular workers
Manage organizational performance management roadmaps and provide strategic leadership to support performance management across organization. Lead the effort to fully embrace Duke University performance management tools and systems. Directly and through the HR group, provide general performance management training to supervisors through HR group, to include all aspects of performance management including coaching, providing feedback, goal-setting, and corrective action as necessary; ensure that HR staff maintains full employee records, including all evaluations.
Manage staff performance concerns and documentation in collaboration with Director of Duke University Press.
Assist supervisors with staff PIP documentation and attend scheduled PIP check-in meetings; intervene as needed to effect the desired change
Coordinate and lead investigations of staff policy and workplace violations, gather pertinent documentation, draft decision recommendations with documentation notated. Control the distribution of documentation and decisions on a need to know basis for DUP and Duke stakeholders.
Represents DUP during the dispute resolution and disciplinary processes, manages daily DUP HR engagement related to bargaining units and interfaces expertly with all employees including any who may be represented by a union while fostering effective manager-employee relationships.
Direct the processing of personnel transactions through the supervision of HR staff; engage with and lead the effort for full integration of all Duke HR-related systems into the flow of DUP business.
Manage all staff availability for work status including FMLA, AFW policies, Flexible Work Agreements, time-reporting, occurrences
Serve as primary communicator with EOHW on all staff-related concerns; manage the internal distribution of information as needed
Lead the accommodation process internally for DUP staff under the ADA guidelines. Coordinate as needed with the Office of Disability Management to create an accessible and inclusive environment for staff with disabilities.
Collaborate with DUP Directors to ensure that all DUPHR practices designed to create equity and inclusion are communicated, understood, implemented, and enforced.
Regularly attend and participate in PAMC & HR Forum meetings
Payroll Budget and Organizational Budget Process 20%
Lead creation and tracking of the DUP payroll budget: determine fiscal requirements for Press payroll; consult with the other functional directors to determine departmental needs in terms of new positions, upgrades, and/or equity issues; maintain salary equity across divisions; approve and monitor payroll expenses; report to the Press administration, at mid-year and third quarter, both year-to-date payroll expenses and end- of-year projections.
Evaluate payroll budget requests and strategically analyze each for organizational cost and value; make recommendation regarding funding and the schedule for such
Report final budget information to Director of DUP and Director of MS&F resolving all matters per the established schedule for the Board of Trustees presentation
Analyze labor costs to productivity standards and organizational goals; make recommendations for change that are within industry best practices
Coordinate the submission of the organizational payroll budget and budget modifications to the standards set by the Office of the Provost
Lead DUP Logistics 15%
Plan and budget for staff salaries and work and meeting space to include furnishings, fixtures, and furniture
Work with Duke Real Estate as necessary on space acquisition and management
Manage remote staff telecommuting agreement requests and documentation.
Manage space and equipment allocation to support staff work and workflows
Lead CADM operating budget planning, preparation and reconciliation
Manage the purchasing of office supplies for all DUP staff, as well as the preparation and reconciliation of DUP supply budgets .
Manage and coordinate DUP staff business meetings and enrichment events.
Staff supervision 10%
Hire, train, evaluate, guide and terminate staff employees as necessary
Coach direct reports to successful performance using methods that are individually effective
Effectively communicate organization, group, and team mission, vision, and values to direct reports
Communication / DUPConnect 10%
Work directly with DUP Director for internal communication needs for staff
Manage maintenance of DUPConnect site to ensure resource information is available and current
Safety and Security Program 10%
Manage the DUP safety program for the purpose of providing a safe working environment for all staff; effectuate staff behavioral changes when necessary
Manage the DUP First Responder Team in planning, practicing, modifying, and communicating effective protocols and procedures
Serve as DUP representative with Duke Safety and Environmental Health Offices, local emergency management, landlord security team, and Duke Executive Emergency Management team
Work directly with Duke and Durham Police as needed
Direct the management of the onsite access system to its maximum potential; create and analyze reports as needed to support organizational needs
Revise and communication changes to internal safety processes and procedures
Ensure accountability for all DUP staff, supervisors, managers, and directors in the DUP safety and security program
Required Qualifications at this Level
Education/Training
Work requires communications, analytical and organization skills generally acquired through a bachelor's degree program. Masters or Ph.D. preferred.
Experience
Requires 5 years of related experience
Skills
Analytical Skills Organizational skills Leadership skills Communication skills Writing skills Ability to exercise discretion and judgment
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
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.