HR Operations Specialist (Fixed-Term)

Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. Ensuring that Stanford is the best-led, best-managed university in the world, University Human Resources (UHR) supports a culture and environment where Stanford people contribute great things and experience the same. The Client Services team supports departments under the UHR umbrella in delivering university-wide programs for Stanford faculty and staff. As a UHR team member, you will have the opportunity to expand your knowledge and skills by taking advantage of our many professional development opportunities. Join the HR Operations team as we serve Stanford to: Increase the efficiency and accuracy of transaction processing. Relieve administrative burden for those who rarely use HR systems. Share best practices across Stanford’s distributed HR functions. Safeguard the reliability of Stanford’s electronic data records. Design and improve operational processes and procedures. Stanford University Human Resources (UHR) is seeking a 6 month fixed-term HR Operations Specialist that will be fully on-site, who has experience in processing I-9 forms for incoming new employees, rehires and reverifications, onboarding, and high volume HR transaction work with the highest degree of accuracy. As an employee within a center of expertise on transactions and operations, the incumbent will also promote best practices across the wide Stanford HR community. This role will work in partnership with local HR Management and central University HR staff. The position will process I-9 forms, provide guidance on Stanford’s onboarding process, audit HR data, and ensure timely and accurate processing of job changes, job postings, hires, terminations, position changes, salary changes, additional transactions, and other operational work. The ideal candidate will possess the ability to identify opportunities to improve operational processes in order to be more efficient and accurate while maintaining the highest level of confidentiality, will be self-motivated and have the ability to work independently and with a team. CORE DUTIES: Demonstrate good judgment and attention to detail when processing and auditing form I-9s and supporting documents. Review an employee’s I-9 to verify identity and employment authorization and relay relevant information to our local Payroll department. Provide centralized onboarding new hires services (e.g provide assistance on how to receive a Stanford ID, help with direct deposit set up, complete required training courses, etc). Process a high volume of transactions using standard operating procedures and university guidelines for multiple types of HR transactions, including hiring, personnel changes, reclassifications and related activities. Interpret and apply HR policies when answering client questions and processing transactions. Continuously learn and adapt to new policies and procedures required to process and resolve personnel transactions, inquiries and issues. Provide direction to clients on how to submit transactions to the University HR Operations team and how to process directly into the HR system verbally and/or through job aids and templates. Escalate unique and/or complex HR transactions (e.g., retroactive increases) to the Team Lead or Senior Specialists for resolution. Based on audits conducted by school and VP areas, process transactions to correct employee records as needed. Provide input to continuously improve processes and procedures. MINIMUM REQUIREMENTS: Education & Experience: High school diploma, G.E.D., or equivalent and two years of relevant experience or a combination of education and relevant experience. Knowledge, Skills and Abilities: Strong attention to detail and accuracy. Ability to learn and apply general HR policies using problem solving skills. Ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact and discretion. Ability to consistently follow through with assignments and meet deadlines. 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). Familiarity with HR information systems, such as PeopleSoft and time/leave systems. Preferred Knowledge, Skills and Abilities: Demonstrated ability to take initiative and ownership of projects. Collaborative team player, able to work effectively on multiple assignments in a team environment. Familiarity with Taleo Applicant Tracking System. 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/carry/push/pull objects that weigh up to 10 pounds, sort/file paperwork. Rarely kneel/crawl, operate foot and/or hand controls. WORKING CONDITIONS: This position will be located on-site at the Stanford University campus and may be required to provide coverage for other Stanford locations. 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.

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