Assistant Director, Human Resources

California, United States
22 Oct 2018
End of advertisement period
22 Dec 2018
Contract Type
Full Time

Job Description                                          

Stanford’s Department of Athletics, Physical Education and Recreation (“DAPER”) supports the nearly 900 student-athletes who compete on the 36 intercollegiate athletic teams sponsored by the university. It also supports the campus physical education, recreation and wellness initiatives. Stanford’s intercollegiate athletics department is seen as the premier athletic program in the country, as evidenced by an unprecedented sweep of both the men’s and women’s Capital One Cups and the 24th straight year in which we brought home the Director’s Cup.  We are equally proud that our teams achieve the highest levels of success both in the classroom and on the field.

The core tenets of the Athletics Department culture, “The DAPER Way” are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead with Courage, and Work Cohesively. All department actions and employees are guided by these principles.

The Stanford University Department of Athletics, Physical Education and Recreation seeks a highly-motivated, energetic and team-orientated individual with strong communication skills to fill the role of Assistant Director, Human Resources.

Job Purpose:

Under the direction of the Director, Human Resources, the Assistant Director will provide human resources administration support to the department, act as the initial point of contact for most human resources inquiries, and serve as a resource to coaches and staff on human resources policies, procedures, and practices. The Assistant Director will work closely with the Director to review, determine, and implement best practices in facilitating the human resources goals and priorities for the department. Responsibilities are varied and complex requiring a high degree of confidentiality, discretion, independent judgment, and initiative.

Core Duties:

Employee Relations:

  • Mitigate and/or defuse any basic employment problems; collaborate with the Director, Human Resources on all employee relations concerns
  • Work with the Director to develop effective organizational change around staffing structure, titles, continuous performance management processes, enhancing professional development opportunities for staff and defined compensation and benefits

Recruiting & Employment:

  • Design and deliver practices that attract and develop high-potential, diverse talent. Collaborate with department hiring managers to draft job descriptions and evaluation criteria, review/update job postings to ensure alignment of objectives and budget
  • Process all job postings on both the Stanford Careers website and external sites
  • Administer background checks in accordance with University policies
  • Manage application materials, answer complex inquiries, complete candidate screening, facilitate interviews, conduct feedback calibration and deliver communications between candidate and department
  • Complete pre-hire steps necessary to onboard a new employee
  • Work with the Director, Human Resources to design and standardize onboarding and exiting processes for staff across the department


  • Serve as point of contact for payroll inquiries for all exempt, nonexempt, temporary, casual and student employees
  • Process and reconcile personnel-related financial transactions for all staff, including salary actions for staff, students and contingent workers
  • Process payroll transactions for new hires, termination, one-time payments, salary advances, bonuses, late payments, step increases, etc. 
  • Administer paychecks bi-monthly
  • Investigate and resolve all payroll errors

Time Administration and Financial Transactions

  • Serve as Timecard Administrator for the department
  • Serve as the department finance administrator for hire related transactions


  • Provide day-to-day supervision of the HR Administrator and HR Interns

Leaves of Absence:

  • In coordination with the Disability and Leave Services (DLS) Coordinator, manage short and long-term disability, Workers’ Compensation and leaves of absence cases
  • Maintain ongoing communication with DLS group, claims administrators, vendors, managers and employees throughout process 
  • Engage Director, Human Resources in complex, sensitive or high-risk situations

Administrative Duties:

  • Create and maintain up-to-date files: personnel, worker's compensation, confidential, leave
  • Manage online directory and email group lists
  • Other Projects: Assist with projects: employment surveys, performance reviews, gender equity, and other University initiatives.  Participate in special projects, such as recognition programs, diversity initiatives, and training sessions. Assist with morale efforts: holiday party, tailgates, monthly birthday celebrations, etc.

Additional duties as assigned.

Minimum requirements

  • Associate degree and four years of relevant experience, or a combination of education and relevant experience. Bachelor’s Degree preferred
  • Dynamic, friendly, engaging and high-energy personality
  • Demonstrated interpersonal skills and understanding of group dynamics. Successful track record of establishing credibility and trust with a diverse client group
  • Prior supervision experience
  • Strong analytical, critical thinking, problem solving, judgment, and influencing skills
  • Ability to maintain confidentiality, tact, and diplomacy
  • Excellent oral and written communication skills; ability to prepare clear and concise reports and deliver formal presentations or training
  • Demonstrated proficiency with business applications, such as Microsoft Office Suite (particularly Excel), PeopleSoft applications, Taleo, and Oracle Financials

Preferred qualifications

  • PHR or SHRM-CP certified
  • Previous experience in an NCAA D1 Athletics Department
  • Previous experience in a complex, dynamic, fast paced and high-volume environment
  • Knowledge of, and experience with, California labor laws

This position, along with all coaches and staff, is responsible for the integrity of Stanford’s intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for insuring that his/her involvement with Athletic Department activities maintains the integrity of the University’s reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and PAC-12 rules and regulations.