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Human Resources Assistant

Title: Human Resources Assistant

Location: United States

Stanford University is seeking a 6-month fixed term, part-time (50% FTE) Human Resources Assistant (Administrative Associate 2) to provide administrative support for our diverse population of employees in the Department of Medicine. We are seeking an individual who values a high level of customer service, has exceptional attention to detail, sound judgment, and is eager to continuously learn. The Department of Medicine Human Resources (HR) team oversees day-to-day HR services for over approximately 1800 employees in 16 divisions and a central operations unit. We are the first line of contact for employees, supervisors, and leadership within our department. The Human Resources Assistant will work under general supervision to support our dynamic team.

The Department of Medicine is committed to setting the highest standards for patient care, ground-breaking biomedical research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care to all of our patients.

Duties include:

  • Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures (e.g. new employee onboarding, unpaid student intern program)
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as offer letters and change memos
  • 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 (e.g. HIPAA, harassment prevention)
  • Perform human resources transactional support (e.g. timecard approval and adjustments, basic HR web forms, I-9 processing, HR reporting)
  • Maintain digital personnel files
  • Post and update job requisitions in Applicant Tracking System

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


  • Knowledgeable of human resources laws
  • Strong Microsoft Word and Excel skills
  • Experience using PeopleSoft HRIS
  • Experience using Smartsheet
  • Experience working in a college or university setting
  • Demonstrated success working in a fast-paced environment
  • Bachelor‘s degree


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


  • 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


  • 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

*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.


  • 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.

This role is open to candidates anywhere in the United States. Stanford University has five Regional Pay Structures. The compensation for this position will be based on the location of the successful candidate. The expected pay range for this position is $44,000 to $77,000 per annum. The actual pay will be pro-rated based on the 50% FTE.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.