Student Services Specialist

Jun 28, 2017
Institution Type
Four-Year Institution

Stanford University

Student Services Specialist

Job Number:

I. Summary of Position
The Student Services Specialist in Stanford Introductory Studies (SIS)/ Program in Writing and Rhetoric (PWR) fulfills a key position on an administrative team dedicated to ensuring a vibrant intellectual experience for each new undergraduate class of students entering Stanford. The SIS/PWR Student Services Specialist collaborates with team members and staff throughout SIS to provide support for the instructional staff (PWR lecturers) who teach in SIS programs. The Student Services Specialist plans, schedules, enrolls students in, and monitors program courses; coordinates logistics related to annual instructor search processes; and provides a range of administrative and operational support to staff within SIS/PWR. The Student Services Specialist resolves routine issues of limited scope within own work area using general guidelines and standards or precedents as reference.
Core Duties
  • Manages all student enrollment processes each quarter for SIS/PWR courses, including advanced PWR and Notation courses. Communicates timelines to students. Collects course preferences from students via online application system, creates enrollment assignments in program database, initiates enrollment processes in PeopleSoft, and reconciles error reports
  • Collects student course change requests for quarterly course assignments. Reassigns courses, optimizes enrollment targets, and ensures appropriate instructor teaching loads are maintained. Answers enrollment-related questions, referring students when appropriate to the Associate Director. Serves as the main point of contact for course administration support Collects and analyzes availability and classroom preferences for lecturers in order to develop course schedule for each quarter
  • Reviews documents, forms, and communications for completeness and correctness, tracks files for follow up, and distributes for review
  • Researches and resolves routine issues, referring complex issues to program managers and directors
  • Contributes to general office administration and process improvements, particularly in the areas of student enrollment processes and course scheduling
  • Responds to inquiries from students, faculty, external constituents, and staff
  • Collects, gathers and validates data, and prepares reports related to enrollment patterns, program grades, and program evaluations
    Inputs data, updates electronic databases and web sites, including those related to the Writing in the Major (WIM) requirement and Hoefer Prize, and manages associated materials
  • Coordinates logistics for outreach activities, meetings, and events, including meetings of the Writing and Rhetoric Requirement Governance Board
  • Serves as resource to students and other departments on questions related to PWR and the writing and rhetoric requirements.
  • Other duties may also be assigned
III. Minimum Requirements

Education & Experience:
  • Associate's degree and one year of relevant experience, or combination of education and relevant experience. Four-year degree preferred.
Skills & Abilities:
  • Strong written and verbal communication skills.
  • Basic computer skills, including experience with Microsoft Office Suite. Microsoft Access experience preferred.
  • Customer service skills.
  • Basic office administration skills.
  • Ability to learn compliance with legal, financial, and university policies and external regulations.
  • Exceptional organizational skills and acumen, with the ability to manage multiple tasks, prioritize, and complete assignments within designated deadlines.
  • Ability to work with a strong attention to detail with the highest degree of accuracy.
  • Aptitude and attitude for learning new tasks quickly and efficiently.
  • Ability to exercise initiative and work independently.
  • Ability to contribute to a cooperative and supportive office environment characterized by service-oriented flexibility, workload fluctuations, and variable planning time.
  • Ability to exercise sound judgment, tact, and discretion in handling confidential and sensitive matters.
  • Knowledge of student affairs and familiarity with the operations of a college or university, its mission and business objectives, and practices (or equivalent professional experience) is preferred.

IV. About the Office of the Vice Provost for Undergraduate Education (VPUE) and (SIS)
The mission of the Office of the Vice Provost for Undergraduate Education (VPUE) is to partner with Stanford faculty, staff, and students to produce and educate knowledgeable, engaged citizens and creative, confident leaders for our future world.

Housed in the Office of the Vice Provost for Undergraduate Education (VPUE) Stanford Introductory Studies (SIS) is responsible for administration of two undergraduate requirements; several innovative programs with high University-wide visibility; and the Hume Center for Writing and Speaking. Specifically, SIS delivers writing courses that satisfy the University writing and rhetoric requirements; Thinking Matters courses that satisfy the one-quarter liberal education requirement; and 220+ elective Introductory Seminars. SIS also administers September (intersession) Seminars, comprising three short-term residential programs for students - Sophomore College, Bing Honors College, and Arts Intensive.
V. About Stanford University

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

VI. Physical Requirements
  • Frequently sit, perform desk-based computer tasks.
  • Occasionally stand, walk, twist, use fine manipulation, grasp, use a telephone, write by hand, sort and file paperwork, lift, carry, push, and pull objects that weigh up to 10 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.

VII. Work Conditions
  • Work occasional early morning, evening and weekend hours as needed
VIII. Work Standards

  • 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,
If you're ready to work for an organization that nurtures diversity, respect, professional development and a comfortable work-life fit, we invite you to explore this opportunity and apply online:

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    IX. Affirmative Action Statement
    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Student Services

    Location: Vice Provost for Undergrad Education
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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