Student Services and Finance Coordinator, Applied Physics

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

The Department of Applied Physics (AP) is a graduate department in the School of Humanities and Sciences. It is one of three elements—Applied Physics, Physics, and the SLAC National Accelerator Laboratory—in the broader physics community at Stanford. AP seeks out and develops new areas of physics with broad impact on science, engineering and society through research and education. While the department is relatively small, it has nine National Academy of Science and four National Academy of Engineering members in addition to one MacArthur Foundation Fellow and several Packard Foundation Fellows. The department houses 26 faculty and, in an average year, 170 grad students. Learn more about the department at http://appliedphysics.stanford.edu/

The Department is seeking a Student Services and Finance Coordinator (SSFC). The SSFC will work under general supervision of the Applied Physics Director of Finance and Operations to support complex administrative tasks related to student services and financial processing within the department. They must possess and demonstrate a positive outlook on continuous process improvement while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar topics, policies and procedures as they relate to student services and financial processes. The ability to translate this information into operational successes will be critical.

This is a 100% FTE, continuing position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need, with a maximum of 1 day per week of remote work.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

·       Support administrative functions related to student services within the department, including quarterly grad aid process, degree progress and milestone tracking, admissions, course/curriculum management, and others.

·       Oversee and/or process a variety of complex financial transactions, including but not limited to purchase, verification, reimbursement, and payroll; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. May include arranging for faculty and visitor travel. Create complex reports and spreadsheets which may utilize specialized software and systems.

·       Act on behalf of the Applied Physics DFO or Student Services Manager in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

·       Oversee and/or perform duties associated with scheduling, organizing, and operating complex meeting, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and supporting budget management.

·       Compose and draft documents and correspondence for presentations, meetings, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

·       Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts.

·       Provide administrative support to AP faculty without other administrative support. Includes financial, procurement, supplies, and other tasks.

* Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

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

KNOWLEDGE, SKILLS, AND ABILITIES:

·       Advanced computer skills and demonstrated experience with office software and email applications.

·       Demonstrated success in following through and completing projects.

·       Excellent organizational skills and attention to detail.

·       Strong verbal and written communication skills.

·       Excellent customer service and interpersonal skills.

·       Ability to prioritize, multi-task, and assign work to others.

·       Ability to take initiative and ownership of projects.

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

In addition, preferred requirements include:

·       Familiarity with systems used at Stanford for financial and student services tasks such as Oracle Financials, GFS, CourseDog, etc.

The expected pay range for this position is $33.17-$43.75 per hour.

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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks  empower you with:

●      Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

●      A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

●      A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

●      Discovery and fun. Stroll through historic sculptures, trails, and museums.

●      Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more

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 accommodations to applicants and employees with disabilities. Applicants

requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at [email protected]. For all other inquiries, please submit a contact form .

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.