Human Resources and Faculty Affairs Administrator

This position has been deemed critical by the Stanford Doerr School of Sustainability Dean’s Office and is exempt from the hiring pause. This position will be based on-site at Stanford’s main campus five days per week during the initial onboarding period, anticipated to last approximately six months. Following successful onboarding, a hybrid work schedule (partially onsite 3 or more days a week), may be considered, subject to operational needs. Interested candidates must include a resume and cover letter to be considered for this position. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.

About Us

The Stanford Doerr School of Sustainability strives to create a future when humans and nature thrive in concert and in perpetuity. The school is made up of a three-part structure to drive global impact: Our academic departments and programs educate students and create new knowledge across areas of research that are crucial for advancing the long-term prosperity of the planet and people; Institutes bridge scholarship at Stanford and beyond, bringing multiple viewpoints to bear on urgent challenges; The Sustainability Accelerator drives new policy and technology solutions through a worldwide network of partners who work with our teams to develop solutions at a global scale. The school is dedicated to creating and supporting a community with the richness of experience and background needed to create solutions that benefit all people, particularly those most affected by environmental damage and climate change. For more information on the school, click here. The Human Resources and Faculty Affairs team within the SDSS Dean’s Office is the central resource for management of HR actions for all employees, including: faculty, non-academic staff, academic staff, visitors, and temporary employees in the school. We provide HR, Faculty Affairs, and Academic Staff subject matter expertise as well as the highest levels of customer service in managing and advising on all school wide processes and issues. We are seeking a Human Resources and Faculty Affairs Administrator who brings strong customer service and problem-solving skills, excellent attention to detail, and a collaborative approach. Reporting to the Human Resources and Faculty Affairs Operations Manager, this position supports a broad range of HR operations and Faculty Affairs activities and works closely with colleagues across the school. The successful candidate will be comfortable managing competing priorities, handling confidential information with discretion, learning university systems and processes, and taking initiative to resolve issues and improve workflows. If you enjoy varied responsibilities, building relationships, and contributing to a supportive, service-oriented team, we encourage you to apply.

Your Responsibilities will include:

• Process a high volume of HR transactions for faculty, academic staff, and staff, including hires, appointments and reappointments, compensation and FTE changes, leaves, and separations, ensuring accurate documentation and compliance with university policies.
• Maintain accurate personnel data in Sequoia, the university’s Oracle-based HRIS, and the Faculty and Academic Staff Appointments (FASA) system; develop reports and queries to monitor data integrity, support audits, track HR metrics, and identify process improvements.
• Perform time and leave administration activities, including adjustments and approvals as assigned, and work with employees, managers, and payroll partners to research and resolve pay discrepancies.
• Coordinate onboarding and exit activities, such as required compliance training, temporary and casual hiring, and visa coordination as needed.
• Support faculty and academic staff appointment processes, including tracking teaching appointments and reappointments, processing approved sabbaticals and other leaves, and maintaining faculty sabbatical balances in partnership with Faculty Affairs.
• Respond to employee and manager inquiries regarding compensation, benefits, timekeeping, leaves, and related HR procedures; resolve routine issues and coordinate with central university offices or HR specialists on complex matters.
• Support annual HR and Faculty Affairs initiatives, including performance appraisals, salary planning, and faculty annual reports, through communications, transaction processing, documentation review, tracking, and reporting.
• Maintain confidential personnel and Faculty Affairs records, advise on documentation requirements, and support consistent application of university policies and applicable laws while fostering an inclusive and respectful workplace.

In addition to the minimum qualifications listed below, our preferred qualifications include:

• Knowledge of Stanford University systems and policies.
• Experience as a Human Resources Support 1 at Stanford University.

The expected pay range for this position is $33.65 to $41.75 per hour.

Core Duties:

• Compensation and benefits: Process basic and complex compensation and benefits-related transactions, ensuring adherence to university policies and guidelines. May assist managers with basic to complex compensation and benefits questions, escalating to senior HR team members as needed.
• Disability and Leaves / Worker's 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. Regularly report on HR metrics utilizing the HCM system for purposes of compliance and audit. May create customized reports as requested.
• Performance Management: Assist in the communication of the annual performance appraisal process; review and track incoming performance appraisal forms. Assist with inquiries related to the performance management program and technology as needed.
• Talent Acquisition: Support the candidate experience including job postings, screening candidates, 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: Support high volume HR transactions using standard operating procedures and university guidelines for multiple types of HR transactions, including hiring, personnel changes, reclassifications and related activities.
• Advise on documentation requirements, including how to revise documentation to ensure all university and legal requirements are met.
• Maintain personnel and human resources-related files.
• May serve as a team lead. 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.
• Maintain consistency with and support 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 and Experience Associate Degree and 2 years of relevant human resources experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

Technical competencies:

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

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).

Certificates and Licenses Required aPHR or SHRM-CP / PHR preferred