Administrative Services Administrator 1

Stanford University; Palo Alto (CA); Hybrid; USD 90,000 - 169,000; Full time

Benefits offered by this job

PTO 18+ days/year

Health benefits

Tuition assistance $6,000+ per year

403(b) plan

Mental health programs

Commuter benefits

Flexible work options

Job summary

Stanford University School of Medicine – Pediatrics seeks an HR & Academic Operations Administrator to support HR and academic affairs in a hybrid role. The position manages recruitment, onboarding, HR transactions, performance and compensation processes, leave administration, and data reporting, while maintaining Smartsheet workflows, databases, and calendars.

Working with department leadership, the incumbent prioritizes requests, resolves routine issues, coordinates with managers and faculty,

Qualifications

• Bachelor's degree and three years of relevant experience or combination of education and relevant experience.
• Strong organizational skills and ability to multi-task.
• Excellent oral and written communication.
• Ability to independently manage priorities and deadlines.

Responsibilities

• Independently implement, administer and evaluate day-to-day activities of the unit or program and allocate resources to meet goals.
• Collect and analyze data, generate reports and explain trends to inform decisions.
• Develop and revise procedures for programs and functions; communicate with stakeholders.
• Represent the program as a subject matter expert and coordinate with internal/external partners.

Skills

Prioritization

Organization

Initiative

Communication

Judgment

Teamwork

Education

Bachelor's degree and 3+ years experience

Tools

Smartsheet

Job description

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.

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.

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.

• Pay Range $90,293 - $168,546
• Pay Frequency Annually
• Fixed Term N
• Stanford Schools and Units School of Medicine
• Full time or Part time Full Time
• Regular or Temporary Regular
• Job Category Administration
• Posting Date 09/28/2026, 07:00 PM
• Grade H
• Job Identification 201208

Benefits that support you, and your future

18+ PTO days per year

Health benefits start when you start

Flexible work options

$6000+ annual tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transportation

Applies to regular full-time positions.

Notice to Applicants

The job duties listed are typical examples of work performed by positions in this job classifications 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. 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 their job. Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relationships.

Why work at Stanford

World-changing work in a culture of continuous learning

An inspiring community that values collaboration

High-quality health and wellness benefits that put you and your family first

Access to world-class education and career development, with tuition reimbursement, training assistance, and more