Human Resources Assistant

Stanford University is seeking a full-time Human Resources Assistant (Administrative Associate 2) who is responsible for providing administrative and operational support for our diverse population of employees in the Department of Medicine (DOM). We are seeking an individual who values a high level of customer service, has exceptional attention to detail, strong verbal and written communication skills, and is eager to continuously learn and engage. The Department of Medicine Human Resources (HR) team oversees day to day HR services for approximately 1,800 employees in 16 divisions and a central operations group. We are the first line of contact for employees, supervisors, and leadership within our department. The Human Resources Assistant will work under general supervision of the HR Transactions Manager to support our dynamic team.

The Department of Medicine is committed to setting the highest standards for patient care, ground-breaking biomedical research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care to all of our patients.

The HR Assistant will share the responsibility with another HR Assistant of managing our weekly department new hire orientations and presenting Stanford employment policies and processes to groups of up to 20 employees per session, either in-person and/or via Zoom. The ideal candidate will excel at presenting information before a diverse audience of faculty, staff and contingent employees and successfully engage with our new employees and assist with their onboarding questions. The position will also be responsible for providing administrative and operational support to the DOM HR team.

We are open to a hybrid work arrangement (a combination of onsite and work from home), however the HR Assistant will be expected to work onsite every week, Monday through Wednesday. The number of days and schedule may occasionally fluctuate subject to business need, but the expectation is that this position will be onsite a minimum of 2-3 days/week. The current onsite work location is Palo Alto, with travel to the Stanford main campus or other department locations in the Stanford and Redwood City regions are required at times.

Duties include:

• Lead department new hire orientation in rotation with another HR Assistant and respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Prepare documentation and book conference rooms or manager Zoom set-up.

• Draft and/or generate routine communications such as offer letters, employment change memos/agreements, and I-9 employment documents. File and track documents appropriately.

• Process and monitor routine financial transactions (purchasing, travel and reimbursements), which may include researching and resolving discrepancies.

• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required compliance training.

• Perform human resources transactional support (job posting and maintenance in Applicant Tracking System, timecard approval and adjustments, basic HR web forms, I-9 processing, HR reporting, maintain digital personnel files).

• Administrative coordination of department Unpaid Student Trainee program

• Act as courier for the Human Resources team (e.g. sending out mailings and employment documents, picking up checks)

DESIRED QUALIFICATIONS:

• Excellent verbal communication skills and demonstrated experience presenting information to audiences successfully

• Knowledgeable of human resources laws

• Strong Microsoft Word and Excel skills

• Experience using PeopleSoft HRIS

• Experience using Smartsheet

• Experience working in a college or university setting

• Demonstrated success working in a fast-paced environment

• Bachelor's degree

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Proficient computer skills and demonstrated experience with office software and email applications

• Demonstrated success in following through and completing routine tasks

• Strong organizational skills and attention to detail

• Strong verbal and written communication skills

• Excellent customer service and interpersonal skills

• Ability to prioritize and multi-task

PHYSICAL REQUIREMENTS:

• Constantly perform desk-based computer tasks

• Frequently sitting

• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds

• Rarely twist/bend/stoop/squat, kneel/crawl

WORKING CONDITIONS:

May travel by own car or use of Business Uber to make deliveries for the department across campus sites in the Redwood City and Palo Alto areas.

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.

The expected pay range for this position is $27.40 to $37.02 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun. Stroll through historic sculptures, trails, and museums.

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

• Schedule: Full-time

• Job Code: 4097

• Employee Status: Regular

• Grade: E

• Requisition ID: 103560

• Work Arrangement : On Site