Student Services Officer 1

Updated: 2 months ago
Location: Stanford, CALIFORNIA

The School of Humanities and Sciences (H&S) is the center of a world-class liberal arts education at Stanford University. H&S encompasses 23 departments—from Art and Art History, English, and History to Economics, Mathematics, and Biology—as well as 25 interdisciplinary programs. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate and graduate education where free, open, and critical inquiry is pursued across disciplines. 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.

Program Description:

Hopkins Marine Station is a premier research institute associated with Stanford University that is located in Pacific Grove, CA. Hopkins provides a unique environment where faculty, researchers, undergraduates, and graduates come together to ask big questions, explore new ideas, and discover how the oceans and ocean life works.

Note: 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

Position Summary:

The Hopkins Marine Station program in the School of Humanities and Sciences seeks a highly motivated, enthusiastic, well-organized, friendly, energetic professional to fill the role of Student Services Officer. The program is currently comprised of 10 academic council faculty, 1 academic teaching staff, 5 research scientists, 12 postdoctoral scholars, 27 graduate students, and ~ 35 undergraduate students.

The Student Services Officer needs to be independent, detail-oriented, and able to cope with the demands of a challenging and rewarding position. The tasks and responsibilities are diverse and dynamic. Flexibility, problem-solving skills and a positive approach are key requirements for this position. The Student Services Officer needs to be an assertive and proactive partner to the students, staff and faculty.

This position provides an exciting new opportunity to participate in initiatives to support students and faculty in the program. This position has a dual reporting role to the director of finance and administration at Hopkins Marine Station and the student services manager in the Department of Biology. This position has direct contact with faculty, students, staff, and other key University stakeholders and requires minimal supervision.

If you are looking for an opportunity to oversee a variety of student services responsibilities and become the program’s expert in the following key areas, this is the job for you.

Responsibilities include, but are not limited to:

  • Provide full student service support for all undergraduates and graduate student related academic services, including admissions, advising and degree progress for PhD and coterminal MS students and, graduate student funding.
  • Oversee postdoctoral scholar appointments.
  • Identify and lead actions that foster student community.
  • Create an onboarding process for students and postdoctoral scholars that parallels similar programs on the main Stanford campus.
  • Lead student event planning (e.g., public outreach and education events and activities),  support student-led (e.g. Surf ‘n’ Turf symposium, weekly social events) and department-driven programs (e.g., admissions, orientation, etc.).
  • Assist with transition of 1st year graduate students moving from Stanford’s main campus to Hopkins Marine Station.
  • Assist students in understanding their student bill and how to access healthcare in Pacific Grove.
  • Manage course scheduling for Hopkins Marine Station course offerings.
  • Update and maintain the Hopkins Marine Station website for trainee programmatic needs.
  • Manage website administration including updates (courses, personnel, information and go-to resources), content revision, and integration with Stanford’s main campus IT group.
  • Provide administrative support for trainees regarding safety regulations and compliance with Stanford policies
  • Be a subject-matter expert on University policy and resources.

The ideal candidate is a friendly, proactive and dependable self-starter with strong interpersonal and communication skills. This is a busy position at times requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. The position requires a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities.

This position is based in Pacific Grove, California and is targeted to start as soon as possible.

Interested applicants should submit a cover letter and resume as soon as possible for full consideration. The hiring process is targeted to begin approximately two weeks from date of posting.

In this role, you will:

  • Communicate and enforce department policies and degree requirements and resolve student and faculty concerns.
  • Address complex issues including personal issues, advising disputes, and student wellness.
  • Oversee, review and administer student records by analyzing data, counseling students and providing recommendations that require interpretation and influence decisions. Make exceptions on issues of eligibility, course enrollment and program requirements.
  • Develop recommendations and collaborate with staff, faculty and other offices to resolve programmatic issues within the school and across functional units, (such as strategizing to ensure optimal enrollment).
  •  Provide advice to students on a range of issues, including, but not limited to, academic progress, academic program policies, career plans, accessibility, community standards, etc., to guide them in making appropriate choices and decisions.
  • Apprise students of research, fellowship and scholarship opportunities. Participate in related student recruitment and selection.
  • Provide first line response to identify students in crisis and refer to appropriate resources, as needed.
  • Collect and analyze data from multiple sources including student feedback, surveys, trend reports, and data analytics. Prepare and summarize reports and make recommendations to enhance offerings, such as programs and courses and to influence current processes and policies.
  • Develop, analyze, influence and review, policies, processes and programs by incorporating feedback and trend data learned from interactions with students. Advise manager and director on policy updates and provide recommendation for implementation of changes.
  • Identify trends, perform needs analysis, and participate in the implementation and testing of new technology.
  • May develop marketing materials and strategies for program activities and outreach functions. Assist in planning and developing webinars, education fairs and other external functions.

May provide oversight with the administration of financial processes such as financial reimbursements, data entry, reviewing terms and conditions regarding contracts, understanding vendor requirements, and following up and resolving issues.

To be successful in this role, you will bring:

Education & Experience:

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

Knowledge, Skills and Abilities:

  • Strong written and verbal communication skills.
  • Basic computer skills, including experience with Microsoft Office Suite.
  • Basic analysis and problem solving skills.
  • Customer service skills.
  • Relevant computer systems/technology experience.
  • Understanding of financial transactions.
  • Ability to learn and understand compliance with legal, financial, and university policies and external regulations.

Preferred Qualifications:

  • Experience administering student programs or student affairs within an academic environment.
  • Experience with and the ability to work well with students, faculty and staff.
  • Highly organized, proactive, and able to successfully multitask.
  • The ability to work in a fast-paced environment while maintaining a calm and positive demeanor.
  • Experience with Stanford systems such as PeopleSoft, Axess, BI, GFS, GFPS, etc.

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. Discounted membership at Monterey Sports Center. We also provide excellent health care benefits.
  • Discovery and fun. Access to beaches, parks, nature trails, and historic downtown Monterey.

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.

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.

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