Human Resources Operations Specialist

California, United States
13 Jun 2019
End of advertisement period
13 Aug 2019
Contract Type
Full Time

In this role you will be trained by our HR systems experts on all facets of job, salary, and employee data transactions as well as background checks. You will use PeopleSoft, Taleo applicant tracking system, Microsoft Office and other applications to input and upload job and employee information changes to Stanford’s HR systems.

HR Operations serves Stanford to:

  • Increase the efficiency and accuracy of transaction processing
  • Relieve administrative burden for those who rarely use HR information systems
  • Share best practices across Stanford’s distributed HR functions
  • Safeguard the reliability of Stanford’s electronic data records
  • The incumbent must fully understand and complete high-volume transaction work with the highest degree of accuracy. As an employee within a center of expertise on transactions and operations, the incumbent will also spread best practice forms and processes across the Stanford HR community. This role works in partnership with local HR Management and central University HR staff. S/he will ensure timely and accurate processing of job changes, job postings, hires, terminations, position changes, salary changes, additional transactions and operational work. 
  • We especially seek candidates who can help to identify opportunities to improve the transactions and operational processes to be more efficient and accurate. It will be a big plus if you can demonstrate past successes in refining work processes or file organizing approaches.
  • This position is located at our new Stanford Redwood City campus.


Under minimal supervision, interact with all schools and VP areas to enter and maintain human resources (HR) related employee data.  Enter data from a source document into a computer system and verify entries for accuracy and completeness. Assist with gathering and measuring data. Work is usually performed independently within general guidelines.


  • Process a high volume of complex transactions (e.g. faculty appointments and corrections) using standard operating procedures and university guidelines for multiple types of HR transactions, including hiring, personnel changes, reclassifications and related activities.
  • Approve all types of HR information system transactions.
  • Perform audits of own work or that of others to ensure conformance and accuracy with established procedures.
  • Process centralized operational work for all school and VP areas including, but not limited to, Tuition Grant Program applications, background checks and compliance, benefit contribution payroll adjustments, retiree records, Welcome Center hiring and enrollments, contributory retirement accounts for rehires, and STARs setups for new courses & learning groups. Respond to employee questions and perform corrections for these same university-wide operational processing functions.
  • Act as the subject matter expert for the department on university-wide programs and/or related topics such as the Tuition Grant Program and background checks.
  • Make recommendations to improve departmental procedures and processes.
  • Update university PeopleSoft job aids and templates to increase processing efficiency. Participate in system release and enhancement testing.
  • Train and support new HR PeopleSoft users in school and VP areas to meet new user proficiency requirements. Coach other University HR transaction Services specialists with less experience on how to perform all Peoplesoft transaction types.
  • May lead, coordinate and drive new programs or projects by executing tasks and objectives and making recommendations as needed.
  • Positions within this classification, who are assigned as Team Lead, are also expected to perform the following duties:
  • 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.
  • Advise supervisor of work progress, appropriate resources needed to accomplish work, issues and other significant information.
  • Develop and maintain internal knowledge base, job aids and administrative processes; maintain external web materials.
  • Act as a backup to the supervisor which can include monitoring the work queue, onboarding new staff, and updating website material.

* - Other duties may also be assigned

Education & Experience:

Associate degree and two years of relevant experience, or a combination of education in Business Administration and Human Resources or relevant experience.

Knowledge, Skills and Abilities:

  • At least one-year experience as a HR Transaction Specialist 1 or equivalent.
  • Demonstrated ability to take initiative and ownership of projects.
  • 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 judgement, tact and discretion.
  • Ability to consistently follow through with assignments and meet deadlines.
  • Collaborative team player, able to work effectively on multiple assignments in a team environment
  • Ability to multitask and to effectively organize workload.
  • 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). Experience using email and internet.
  • Familiarity with HR information systems, such as PeopleSoft, time/leave systems, and Taleo applicant tracking system

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.


  • 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,
  • We are not able to provide relocation or sponsorship for this position. Thank you for your interest!

Additional Information

Schedule: Full-time
Job Code: 4637
Employee Status: Regular
Grade: G
Requisition ID: 83469