Human Resources Administrator

The School of Medicine Human Resources Cluster (HRC) is seeking a Human Resources Administrator (HR Support 2), to serve as the operational lead for specific HR processes and services. Serve as the point of contact for HR policy and process questions, escalating to more senior HR team members and subject matter experts as necessary. May serve as a team lead, assist with transactional improvement efforts, and audit and review the work of more junior HR team members. This position is 90% operational and 10% consultative. The position is integral in ensuring accuracy and data integrity at the highest level while using Stanford HR systems in a fast-paced environment where it is essential that the HR Administrator work independently while managing a heavy workload and multiple competing projects. The HR Administrator’s role is a critical position providing HR support to the departments supported by the HRC. An ideal candidate will be able to work effectively and cooperatively in a fast-paced setting that requires the HR Administrator to prioritize tasks in order to meet various concurrent competing deadlines. The successful candidate will have strong communication skills, both oral and written, be able to think analytically, and have exceptional attention to detail.

The HR Administrator will report directly to the HRC manager. This is a 100% FTE, continuing, non-exempt hourly position and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational needs. This position will be based in Palo Alto.

Please submit a cover letter highlighting your experience and qualifications along with your job submission and resume.

Desired Qualifications

• Previous experience working in Human Resources, Payroll and/or in an academic setting.
• Working knowledge of HRIS, HR and/or Payroll systems.

Physical Requirements*

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally write by hand, twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, lift/carry/push/pull objects that weigh up to 10 pounds, sort/file paperwork.
• Rarely kneel/crawl, operate foot and/or hand controls.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Working Conditions

Travel on campus to schools/units, out of town. Extended hours during peak periods, fiscal year-end, calendar-year end and pay period-end deadlines.

Work Standards

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

Responsibilities

Core Duties

• Compensation and benefits: Process basic and complex compensation and benefits-related transactions, ensuring adherence to university policies and guidelines. May assist managers with basic to complex compensation and benefits questions, escalating to senior HR team members as needed.
• Disability and Leaves / Worker's Comp: Answer routine questions and explain applicable disability/leave (DLS) and workers’ compensation (WC) procedures to employees and managers. Generate related correspondences. Coordinate with DLS and/or WC specialists when appropriate.
• HRIS/People Analytics: Support data entry and record retention. Regularly report on HR metrics utilizing the HCM system for purposes of compliance and audit. May create customized reports as requested.
• Performance Management: Assist in the communication of the annual performance appraisal process; review and track incoming performance appraisal forms. Assist with inquiries related to the performance management program and technology as needed.
• Talent Acquisition: Support the candidate experience including job postings, screening candidates, interview scheduling, collecting rater feedback, disposition of candidates, etc. Assist in coordinating the onboarding and exit processes for staff. Liaise with central university offices as needed.
• Transactions: Support high volume HR transactions using standard operating procedures and university guidelines for multiple types of HR transactions, including hiring, personnel changes, reclassifications and related activities.
• Advise on documentation requirements, including how to revise documentation to ensure all university and legal requirements are met.
• Maintain personnel and human resources-related files.
• May serve as a team lead. Oversee day-to-day work of other staff including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, onboarding new staff, and providing performance review input.
• Maintain consistency with and support Stanford HR policies, procedures and requirements, and applicable local, state, and federal laws.
• Participate and foster an inclusive workplace culture where all employees feel valued, respected, and empowered.

Minimum Education and Experience

Associate Degree and 2 years of relevant human resources experience or combination of education and relevant experience.

Knowledge, Skills and Abilities

Technical competencies

• Strong attention to detail; strong proficiency with business applications, Microsoft Office suite, Google suite, etc.; HCM/ATS experience preferred; demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion. Basic ELR experience preferred.

Trust and Accountability

• Performs job with the broader goals in mind.
• Helps and supports fellow employees in their work to contribute to overall organization success.
• Consistently meets expected deadlines for deliverables and job responsibilities.
• Relates to people in an open, friendly, and professional manner.
• Maintains confidentiality of sensitive information.
• Guards the handling of sensitive or high-risk information appropriately.
• Develops a knowledge and understanding of different cultures and backgrounds.

Operational and Organizational Insights

• Demonstrates an understanding of the organization's functions and responsibilities.
• Identifies individuals who have the technical expertise to respond to inquiries on specific topics.
• Identifies opportunities based on unique cultural needs.
• Keeps current on formal and informal reporting relationships.
• Exhibits a desire to learn new technology with the goal of making HR processes and services more efficient.

Customer Focus

• Gains insights into customer needs.
• Builds and delivers solutions that consistently meet customer expectations.
• Communicates frequently with customers.
• Consistently meets Service Level Agreements (SLAs).
• Develops customer relationships.
• Owns customer issues, request fulfillment, and follow-up.
• Seeks customer feedback.
• Is able to articulate benefits of work to customers.

Communication

• Attentive listening.
• Often asks clarifying questions.
• Regularly understands objectives.
• Can tailor style and message to fit audience and does this semi-regularly.
• Understands the importance of engaging the audience.
• Produces clear written and verbal communication.
• Responses are generally timely and helpful.
• Openly shares information to manager and team to stay aligned with work progress.

Collaborative Problem Solving

• Delivers work products effectively in the field of service, utilizing standard tools and methods, while proactively seeking continual improvement.
• Conducts thorough root cause analysis and demonstrates effective problem-solving skills through asking pertinent questions and restating problems as needed.
• Demonstrates the ability to scope solutions based on available resources and timelines, working with some guidance and ensuring accuracy and technical soundness.
• Swiftly produces accurate documentation, while also conducting effective quality checks and testing of work.
• Collaborates with others to share information, achieve goals, and maintain positive and productive relationships, while also building networks across teams.
• Handles conflict in a professional and positive manner, remaining attentive to the attitudes and ideas of others and fostering collaborative working relationships regardless of individual differences.

Courage

• Makes informed, timely and effective decisions, distinguishing between relevant and irrelevant information, and consulting others, when appropriate.
• Accepts that change and uncertainty are a normal part of the work environment.
• Maintains an awareness of goals and objectives and navigates solutions towards desired ends, while maintaining relationships and supporting consensus.

Exhibiting Leadership

• Upholding organizational values and promoting a culture of fairness, respect, and inclusion.
• Communicating with compassion, empathy, and sensitivity to the emotions and experiences of others.
• Experimenting with new ideas, technologies, and approaches to enhance HR processes and practices.
• Treats all individuals with respect regardless of individual differences (e.g., race, gender, age, ethnicity, physical capabilities/disabilities, sexual orientation, religion).

Certificates and Licenses Required

aPHR or SHRM-CP / PHR preferred