JOB PURPOSE:

The Department of Biology is seeking a 100% FTE Human Resources Assistant that is reliable, detail-oriented and highly organized. The position will be working under the general direction of the Senior Human Resources Administrator assisting with running reports, all staff timecard approvals and handling the department’s new hire orientation. The HR Assistant is the primary point of contact for all members of the department acting as a resource regarding all human resource policies and procedures. The HR assistant will be responsible for the entire hiring process for student and temporary employees including preparing offer letters and terminations. This position will sit at the front desk of the HR office and greet all visitors, including staff, students and faculty. The ideal candidate will be have great customer service skills and a positive attitude.

Responsibilities include:

• Create and maintain labor distributions in Oracle Financial system for accurate distribution for staff, student and temp salaries.
• Make labor distributions adjustments as needed.
• Transacting payroll web forms for students and temporary employees
• Create and maintain human resources related files
• Scheduling safety training for all new hires
• Serve as Time and Leave administrator for Biology Department
• Advise on documentation requirements for new hires and ensure all legal requirements are met
• Provide general administrative support for the HR office
• Ability to routinely and independently make accurate decisions
• Occasionally will be responsible for GFS Aid Entry for Graduate students and postdocs

CORE DUTIES*:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• 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 training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

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

Knowledge, Skills and Abilities:

• 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.

Certifications and Licenses:

None

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.
• Occasionally may need to walk across campus to pick up employee checks

* - 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.

WORKING CONDITIONS:

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

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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

Administrative Associate

Job Code: 4102

Grade: E

Exemption: Non-exempt

Additional Information

• Schedule: Part-time
• Job Code: 4102
• Employee Status: Regular
• Grade: E