Human Resources Administrator (Hybrid Stanford Redwood City & Historical Campus Onsite & Offsite)

The Department of Dermatology at Stanford University is seeking a HR Support 2 (HR Administrator/HRA) to serve as the operational lead for specific HR processes and services. The HRA will play an important role in a newly created position serving as the main point of contact for HR policy and process questions, escalating to the subject matter experts (DFA/ADFA/HR Partner) as necessary. The HRA should be detail oriented, organized and must manage competing priorities in a fast-paced environment under limited supervision. The HRA will manage the submission of HR-related requests for entry into the Human Resources Information System (HRIS), while being an integral part of the transition to a new Human Capital Management (HCM). The HRA will liaise with departmental hiring managers, senior leaders, school and University partners on personal and job-related issues for staff, Faculty and Clinician Educators/Other Teaching pay groups.

Dermatology is a dynamic and energetic department in the School of Medicine that supports both clinical practice, world-class education, and scientific research.  We are looking for an enthusiastic partner with an interest in human resources processes and services as well as a customer service inclination to join with our leadership teams as well as all faculty and staff members to provide administrative and informational support enabling our department to function with greater efficiency.
 

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.
• May work extended hours.
   

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.
   

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