Human Resources Administrator

California, United States
06 Dec 2018
End of advertisement period
06 Feb 2019
Contract Type
Full Time


The Department of Mathematics, in the School of Humanities & Sciences seeks a dynamic Human Resources Administrator 1 (HR Administrator) to provide human resources support pertaining to department faculty, staff, lecturers, postdoctoral scholars, visitors, and temporary/casual employees.

Under the direction of the department manager, the HR Administrator will act as the first point of contact for most human resources inquiries, and serve as a resource to staff and faculty on University HR policies, procedures, and practices. Such duties include personnel administration, managing visiting scholars and postdoctoral scholar appointments, visa administration, and timecard administration and leave management.

This position is responsible for the overall documentation and processing of personnel and payroll transactions of the department. The HR Administrator will also coordinate the process of hiring, staffing and on-going human resources needs of department. He/she will work independently while acting as a liaison with other University offices including: H&S Dean’s Office, H&S Service Center, Payroll Services, Dean of Research, Office of Postdoctoral Affairs, and Bechtel International Center.

The HR Administrator will handle highly confidential and sensitive information with tact and diplomacy. He/she will use a wide range of personnel management tools and reporting systems to address immediate needs of the department. Excellent organizational, oral and written communication and proven interpersonal skills are required. Candidate must exercise mature judgement and be able to work effectively under pressure. Working knowledge of Peoplesoft, GFS, Taleo, Labor Distribution, Oracle BI reporting is helpful, but not required.

Examples of Key Functions:

  • Develop and maintain a variety of reports and queries. Analyze and monitor data to recommend and implement process and practice improvements.
  • Manage a seasonal internship program for transitioning high-school students. Manage weekly projects, mentor and supervise intern’s program objectives.
  • Coordinate disabilities and leaves with University level and H&S Human Resources
  • Ownership over the hiring/appointments including advising, initiating, and tracking the processes involved and providing guidance on specific documentation requirements including confirmation that all university and legal visa requirements are met.


  • Serve as a resource on human resources issues, effectively communicate human resources policies, and explain human resources processes and procedures. Resolve basic issues as appropriate. Refer other issues to human resources manager/director or supervisor for resolution.
  • Facilitate the recruitment process by providing advice to hiring managers on job postings, advertising, interview questions, and reference checking. Conduct pre-screening, including sourcing and interviewing, to refer qualified applicants to hiring managers.
  • Coordinate the recruitment process, including job postings, interview scheduling, and applicant disposition with hiring managers, human resources staff, and/or supervisors.
  • Support and coordinate employment activities (transactions and documentation) and assist in the onboarding and exit process of staff and postdoctoral fellows.
  • Manage the process (transactions and documentation) for academic and staff appointments/reappointments and student/post-doctoral appointments.
  • Coordinate and/or perform HRIS data management activities, including initiating transactions and running reports for compliance, audit, and metrics purposes. Ensure data integrity, and serve as primary contact for identifying and resolving pay issues. May perform time and leave administration duties and input data to financial system.
  • Explain applicable disability and leave procedures, and generate related correspondence; update and maintain reports to track leaves.
  • Assist in the communication of the annual performance appraisal process; review and track incoming performance appraisal forms.
  • Maintain personnel and human resources related files.
  • Provide general administrative support for human resources staff.

* - Other duties may also be assigned


Education & Experience:

Associate degree and two years of relevant experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Strong attention to detail and accuracy.
  • Ability to learn and apply general human resources policies using problem solving skills.
  • Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
  • Ability to consistently follow through with projects and assignments and meet deadlines.
  • Excellent oral and written communication skills.
  • Strong and effective interpersonal and customer service skills.
  • Strong computer skills, including Microsoft Office suite (Outlook, Word, Excel, and PowerPoint). Familiarity with human resource management systems, such as PeopleSoft and time/leave systems. Experience using email and internet.

Certifications and Licenses:



  • 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 the job.


Travel on campus to schools/units, out of town.


  • 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,

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.