HR Administrator 1

Oct 05, 2017
Institution Type
Four-Year Institution

Stanford University

HR Administrator 1

Job Number:

Stanford's Department of Athletics, Physical Education and Recreation (“DAPER”) supports the nearly 900 student-athletes who compete on the 36 intercollegiate athletic teams sponsored by the university. It also supports the campus physical education, recreation and wellness initiatives. Stanford's intercollegiate athletics department is seen as the premier athletic program in the country, achieving the highest levels of success both in the classroom and on the field. The core tenets of the Athletics Department culture, “The DAPER Way” are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead With Courage, and Work Cohesively. All department actions and employees are guided by these principles.

We are recognized as one of the best college athletics department in the country. Our sports teams speak for themselves in terms of athletic success (combined with the academic success of our student-athletes) and it is our goal to have the business side of our department to be equally top-notch. All employees contribute and help set the tone for the future of the organization. Currently, the Athletics Department is seeking applicants for the position of Human Resources Administrator.
The Human Resources Administrator provides excellent customer service, project management, systems support and administrative support for the daily operations of the HR department under the direction of the Human Resources Administrator 2. This is a full-time (100% FTE) position. Areas of work include:

  • Payroll/HRIS: Serve as point of contact for payroll inquiries for all temporary, casual and student employees. Process and reconcile personnel-related financial transactions for all staff, including salary actions for students and contingent workers. Process payroll transactions for new hires, terminations, one-time payments, bonuses, late payments, step increases, etc. Administer paychecks bi-monthly; investigate and resolve all payroll errors, etc.

  • Time Administration: Serve as Timecard Administrator for contingent employees. Process and review semi-monthly timecards and leave statements of staff, correct errors; issue maximum accrual warnings; answer all related questions and resolve problems; run time and leave and 1000 hours reports. Train new employees and supervisors on timecard system.

  • New Hire Processing: Process and track all paperwork required for new hires including; employment applications, I-9s, LiveScans, and background checks. Ensure accuracy and compliance with University and department policy/procedures for all new hires and volunteers.

  • Employee Relations: Mitigate and/or diffuse any basic employment problems; collaborate with HRM on all employee relations concerns.

  • Financial Transactions: Create and maintain labor distributions in Oracle for accurate distribution of staff and contingent salaries - perform journal transfers/adjustments on a regular basis to correct salary and accounting errors; zero out suspense account.

  • Communications: Provide timely communications to staff. These communications include but are not limited to;
    o New hire information to colleague for workspace planning, computer/telephone setup, training and other pre-arrival functions
    o Communicate and interpret personnel policies and procedures in order to serve as a resource for related questions
    o Maintain a variety of distribution lists and keep them updated as staff are hired, termed or transferred
    o Other communications as needed by the department

  • On boarding New Hire: Conduct weekly new hire orientations, meet with employees on their first day of work, and provide new hire paperwork. Assist with offer letters and miscellaneous communication.

  • Summer Camp Hiring: Process: Ensure accuracy and track hiring of large numbers of camp staff during the summer months which includes; LiveScans, applications, background checks, I-9s and managing two (2) summer camp interns.

  • Administrative Duties: Create and maintain up-to-date files. Assist with managing the online directory, email/phone lists. Provide administrative support to the HRM and HR team. Order supplies as needed.

  • Other Projects: Assist with projects: updating and monitoring the HR Instagram account, uploading and maintaining staff bios on website, employment surveys, performance reviews, gender equity, and other University initiatives. Maintain and track Outside Income Forms. Participate in special projects, such as recognition programs, diversity initiatives, and training sessions. Assist with morale efforts: Kathy Wolff award, holiday party, tailgates, monthly birthday celebrations, anniversary luncheons, etc.

    Additional duties as assigned.
    Associate degree and two years of relevant experience, or a combination of education and relevant experience. Demonstrated ability to interact and communicate with students, staff and the public with diplomacy and tact with a high degree of professionalism. Excellent customer service skills. Demonstrated ability to complete tasks under deadline. Must be able to maintain the integrity and confidentiality of sensitive information. Understanding of state and federal employment laws and Stanford University policies is necessary. Demonstrated ability to set priorities in order to perform a high volume of detailed work with constant interruptions. Flexibility and willingness to work as a team player. Excellent problem solving skills and a willingness to perform routine tasks as necessary. Strong working knowledge of MS Office, Excel and Word. Knowledge of PeopleSoft HRMS, Axess and Oracle preferred.

    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 his or her job.

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

    *This position, along with all coaches and staff, is responsible for the integrity of Stanford's intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for insuring that his/her involvement with Athletic Department activities maintains the integrity of the University's reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and Pacific-12 rules and regulations.

    *Stanford is an affirmative action, equal opportunity employer.

    APPLICATION REQUIREMENTS: Candidates should submit a cover letter and resume via the website and enter job # into the Keyword search box.

    Job: Athletics

    Location: Athletics
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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