Administrative Services Administrator 1

Stanford University School of Medicine – Pediatrics department is seeking an HR & Academic Operations Administrator / Administrative Services Administrator 1 to administer and support programs or functions under general supervision.

This hybrid role supports both Human Resources and Academic Affairs within the Department of Pediatrics, providing operational support across a complex, fast-paced environment serving staff, faculty, clinician educators, and temporary employees.

The position independently manages assigned HR and academic affairs activities, including recruitment and onboarding, HR transactions, performance and compensation processes, leave administration, faculty/CE appointment data, academic review cycles, and Faculty Goals & Achievements (G&A). The role also maintains Smartsheet workflows, databases, dashboards, trackers, and process calendars, ensuring accurate data and timely completion of department, School of Medicine, and University requirements.

Working in partnership with HR and department leadership, the incumbent prioritizes requests, resolves routine operational and data issues, coordinates with managers and faculty, identifies when escalation is needed, and recommends process and workflow improvements. The role independently manages competing priorities and deadlines across assigned divisions, programs, and projects.

Duties include:

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Analyze and interpret policies; develop, revise and implement procedures for program or function
• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies. 
• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget. 
• May direct staff to perform various tasks and assignments. May also supervise staff.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE (REQUIRED):

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Demonstrated ability to prioritize own work and multi-task.

• Demonstrated excellent organizational skills. 

• Demonstrated ability to take initiative and ownership of projects.

• Ability to communicate effectively both orally and in writing. 

• Ability to routinely and independently exercise sound judgment in making decisions.

• Demonstrated experience working independently and as part of a team.

• Relevant subject matter knowledge.

• Ability to direct the work of others, for jobs requiring supervision.

CERTIFICATIONS & LICENSES: None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks. 

• Frequently stand/walk, sitting, grasp lightly/fine manipulation.

• Occasionally use a telephone. 

• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.

Additional PHYSICAL REQUIREMENTS: (remove if none)

WORKING CONDITIONS:

Occasional evening and weekend hours.

Responsibilities

Core Duties:

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.

• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.

• Analyze and interpret policies; develop, revise and implement procedures for program or function.

• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.

• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.

• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.

• May direct staff to perform various tasks and assignments. May also supervise staff.

Minimum Education and Experience

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated ability to prioritize own work and multi-task.

• Demonstrated excellent organizational skills.

• Demonstrated ability to take initiative and ownership of projects.

• Ability to communicate effectively both orally and in writing.

• Ability to routinely and independently exercise sound judgment in making decisions.

• Demonstrated experience working independently and as part of a team.

• Relevant subject matter knowledge.

• Ability to direct the work of others, for jobs requiring supervision.