Human Resources Coordinator

The School of Medicine Human Resources Cluster (HRC) is recruiting for a Human Resources Coordinator to join our team. The HR Coordinator will support a broad range of administrative and transactional human resources processes. The HR Coordinator will serve as the initial point of contact for HR policy and process questions, escalating to more senior HR team members and subject matter experts as necessary. The HR Coordinator will collaborate with local HR partners and will gain knowledge as a system expert user in Stanford University’s Human Resource (HR) systems.

The position is integral in ensuring accuracy and data integrity at the highest level while using Stanford HR systems in a fast-paced environment where it is essential that the HR Coordinator work independently while managing a heavy workload and multiple competing projects. The HR Coordinator role is a critical position providing HR administrative support to the departments supported by the HRC team. This position is 100% operational.

The HR Coordinator will report directly to the team lead. This is a 100% FTE, continuing, non-exempt hourly position and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need. This position will be based in Palo Alto.

Please submit a cover letter highlighting your experience and qualifications along with your job submission and resume.

Desired Qualifications:

• 1-2 years of administrative or customer support services experience preferred.
• Previous experience working in Human Resources, Payroll and/or in an academic setting.
• Working knowledge of HRIS, HR and/or Payroll systems.

Physical Requirements*:

• 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/cay/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 his or her job.

Working Conditions:

Travel on campus to schools/units.

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.

Core Duties:

• Compensation and benefits: Process compensation-related transactions and respond to benefits-related questions using standard operating procedures and university guidelines and policies, including salary actions, bonuses, and other supplemental pay. Escalate unique and/or complex compensation and benefits requests to the supervisor or more senior HR team members.
• Disability and Leaves / Workers’ Comp: Answer routine questions and explain applicable disability/leave (DLS) and workers’ compensation (WC) procedures to employees and managers. Generate related correspondences. Coordinate with DLS and/or WC specialists when appropriate.
• HRIS/People Analytics: Support data entry, and record retention. Generate standard reports utilizing the HCM system for purposes of compliance, audit, and metrics.
• Performance Management: Support the tracking of performance appraisal forms. Run reports and provide updates to more senior HR team members on completion rates. Assist with inquiries related to the performance management program and technology as needed.
• Talent Acquisition: Support the candidate experience including job postings, application reviews, interview scheduling, collecting rater feedback, disposition of candidates, etc. Assist in coordinating the onboarding and exit processes for staff. Liaise with central university offices as needed.
• Transactions: Process high volume HR transactions in the HCM system using standard operating procedures and university guidelines for multiple types of HR transactions, including hiring, personnel changes, reclassifications and related activities.
• 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, etc. Respond to employee questions and perform corrections for these same university-wide operational processing functions.
• Maintain personnel and human resources-related files.
• Maintain consistency with Stanford HR policies, procedures and requirements, and applicable local, state and federal laws.
• Participate and foster an inclusive workplace culture where all employees feel valued, respected, and empowered.
  

Minimum Education:

Associate Degree or combination of education and relevant experience.

Minimum Experience:

0-2 years of administrative or customer support services experience preferred.

Knowledge, Skills and Abilities:

Technical competencies:

• Strong accuracy and attention to detail; strong proficiency with business applications, Microsoft Office suite, Google suite, etc.; demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
  

Trust and Accountability

• Performs job with the broader goals in mind.
• Helps and supports fellow employees in their work to contribute to overall organization success.
• Consistently meets expected deadlines for deliverables and job responsibilities.
• Relates to people in an open, friendly, and professional manner.
• Maintains confidentiality of sensitive information.
• Guards the handling of sensitive or high-risk information appropriately.
• Develops a knowledge and understanding of different cultures and backgrounds.

Operational and Organizational Insights

• Demonstrates an understanding of the organization's functions and responsibilities.
• Identifies individuals who have the technical expertise to respond to inquiries on specific topics.
• Identifies opportunities based on unique cultural needs.
• Keeps current on formal and informal reporting relationships.
• Exhibits a desire to learn new technology with the goal of making HR processes and services more efficient.

Customer Focus

• Gains insights into customer needs.
• Builds and delivers solutions that consistently meet customer expectations.
• Communicates frequently with customers.
• Consistently meets Service Level Agreements (SLAs).
• Develops customer relationships.
• Owns customer issues, request fulfillment, and follow-up.
• Seeks customer feedback.
• Is able to articulate benefits of work to customers.

Communication

• Attentive listening.
• Often asks clarifying questions.
• Regularly understands objectives.
• Can tailor style and message to fit audience and does this semi-regularly.
• Understands the importance of engaging the audience.
• Produces clear written and verbal communication.
• Responses are generally timely and helpful.
• Openly shares information to manager and team to stay aligned with work progress.

Collaborative Problem Solving

• Delivers work products effectively in the field of service, utilizing standard tools and methods, while proactively seeking continual improvement.
• Conducts thorough root cause analysis and demonstrates effective problem-solving skills through asking pertinent questions and restating problems as needed.
• Demonstrates the ability to scope solutions based on available resources and timelines, working with some guidance and ensuring accuracy and technical soundness.
• Swiftly produces accurate documentation, while also conducting effective quality checks and testing of work.
• Collaborates with others to share information, achieve goals, and maintain positive and productive relationships, while also building networks across teams.
• Handles conflict in a professional and positive manner, remaining attentive to the attitudes and ideas of others and fostering collaborative working relationships regardless of individual differences.

Courage

• Makes informed, timely and effective decisions, distinguishing between relevant and irrelevant information, and consulting others, when appropriate.
• Accepts that change and uncertainty are a normal part of the work environment.
• Maintains an awareness of goals and objectives and navigates solutions towards desired ends, while maintaining relationships and supporting consensus.

Exhibiting Leadership

• Upholding organizational values and promoting a culture of fairness, respect, and inclusion.
• Communicating with compassion, empathy, and sensitivity to the emotions and experiences of others.
• Experimenting with new ideas, technologies, and approaches to enhance HR processes and practices.
• Treats all individuals with respect regardless of individual differences (e.g., race, gender, age, ethnicity, physical capabilities/disabilities, sexual orientation, religion).