Shared Services Specialist

Shared Services Specialist

Salary:                Commensurate with experience
Benefits:             Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location:                   Shared Services
Position Status:         Full-time                                             
Hours:                       Varied
Position Number:      437009/10-1143              
FLSA Status:             Exempt  

POSITION SUMMARY:

The primary purpose of this position is to oversee and execute labor and non-labor activities for the various areas that Shared Services supports (including but not limited to Facilities Management, CTS, Treasury Services, etc.). This position budgets, monitors, projects and analyzes the day-to-day labor activity for these areas but not limited to; exempt, non-exempt employees, those eligible for overtime, union, non-union, student workers; full time and part time positions. Labor related is defined as the administration of biweekly payroll reporting and reviewing for the above departments and job classifications; the annual development and continual monitoring of labor salary and overtime budgets; managing the workflow for personnel requisitions, separations, new hires, rehires, etc. and preparing the necessary paperwork (appointment letters, Scheduled Payroll Authorizations, award notices, and onboarding checklists). 

Serves as a liaison between the departments and central offices (Planning & Budget, HR).

DUTIES AND RESPONSIBILITIES:

Reviews and approves leave time entry for payroll processing verifying time entered aligns with hours worked for employees. Investigates payroll issues and determines the necessary corrective measure to execute in alignment with University policies and/or labor agreements.

Collaborates directly with Shared Services stakeholders to ensure all HR procedures and deadlines are followed regarding payroll; personnel, including the on/off boarding of employees, position changes, succession planning, raises, etc. Initiates, reviews and executes all HR documentation (i.e. Appointment letters, SPAs, Personnel Requisitions, etc.).

Serves as the internal labor expert by providing management and oversight of the labor budgets for Facilities Management and CTS, totaling nearly 300 FTEs & PTEs in a variety of position types, including but not limited to union, non-union, exempt, professional/eligible for overtime, non-exempt, student workers, etc.

Shares findings with key stakeholders and Shared Services Director providing any recommendations and strategies to maintain proper financial stewardship.

Assists with Shared Services daily operations, including assisting in managing the Shared Services workspace. Monitors ticket requests and executes to completion. Performs Shared Services processing including but not limited to; departmental chargebacks, invoicing, reconciliation and procuring goods and services on behalf of stakeholders.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Bachelor’s degree in business administration, accounting, finance, human resources, or related field from an accredited institution and 1-3 years of work related experience.

Preferred qualifications:

Experience working in a robust work environment with large volume of and diverse pool of employees is highly preferred.

Experience in working with union collective bargaining agreements is highly preferred.
Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following: 

This position requires proficiency within Microsoft Office products, preferably Excel. Incumbent must have strong verbal and written communication skills, as well as the ability to work independently, confidentially, and think critically through difficult discussions and situations; while maintaining a high level of discretion. The incumbent must be able to adapt to an evolving department where process improvement is critical, and be comfortable with taking initiative when appropriate. The ability to plan and project anticipated labor expenses are also important skills and abilities important to this position.

This position also requires the incumbent to have the ability to learn new technical skills quickly; use of assertiveness and diplomacy and the ability to determine when each is required; follow detailed processes and procedures and communicate these to other team members and stakeholders. Problem solving skills are required with the ability to utilize resources as means to solve problems. The ability to maintain accurate and detailed records is important, as well as strong organizational skills. 

The incumbent shall be knowledgeable in utilizing applications for payroll processing (Kronos preferred). 

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.