Student Services Specialist

Sep 26, 2017
Institution Type
Four-Year Institution

Stanford University

Student Services Specialist

Job Number:

Stanford University recognized as one of the most prestigious and innovative academic institutions in the world, has an immediate opening for a FTE, 10-month fixed-term Student Services Specialist with responsibilities in the Dean of Students Office and Student Activities and Leadership (“SAL”), part of the Division of Student Affairs (“SA”).

The Student Affairs division, with students as our focus, engages with a range of constituents including faculty, staff, parents, alumni, as well as other groups in the external community. Student Affairs staff act with integrity in pursuit of the highest professional standards, as we educate, serve and learn. These guiding principles, and the overall quality of Stanford's faculty, students and staff, make it an intensely creative and rewarding place to work.

For full consideration, submit your application by 5pm, Sunday, October 1, 2017.

Note: Not all unique aspects of the job are covered by this job description.

Provide administrative and operational support to faculty, staff, and students on issues regarding admission, financial aid, housing, registrar services, visa services, student life, advising, career counseling and academic services. Resolve routine issues of limited scope within own work area using general guidelines and standards or precedents as reference.

The Student Services Specialist will split their time between two offices, the Dean of Students Office for administrative support, project management and Student Activities & Leadership for student organization event management and planning for SAL office programs. The person must also work collaboratively with other university units.

  • Review documents and forms for completeness, track files for follow up and distribute for review.
  • Research and resolve routine issues, input data, update electronic databases, web sites, literature, and associated materials.
  • May collect, gather and validate data, prepare basic reports.
  • Coordinate logistics for outreach activities, meetings, and events.
  • Respond to routine inquiries from students, faculty, external constituents, and staff.
  • Serve as a subject matter resource to students and other departments.
  • Contribute to general office administration and process improvements.
  • May train and direct day to day activities of student and temporary workers.
Dean of Students Office - 50%
  • Accept and carry new projects from inception to completion using creative and collaborative problem solving.
  • Provide detailed review of existing projects, policies and procedures, providing reports and recommendations for improved efficiencies.
  • Contribute to various projects across the Dean of Students Office unit as assigned.
  • Perform general office duties upon request including report preparation; entering data into spreadsheets and databases; taking meeting minutes.
  • Schedule group meetings for Dean of Students, Associate Deans and Assistant Deans and support meeting logistics including space reservations, preparation of materials, technical set-up and meal ordering.
  • Provide back-up for front desk duties; greeting faculty, staff and students and routing them to the appropriate individuals; financial purchasing and reconciliation; help with answering phones and serve as first point of contact for all visitors.
Student Activities and Leadership - 50%
  • Review and approve student organization initiated events on behalf of the University for about 650 student organizations, working in conjunction with peer advisors and interns. Assess each event, anticipate potential problems and needs, consult broadly with university staff, communicate expectations to student planners and approve, modify or deny, as per university policy and best practice.
  • Review and approve organization profile updates verifying details of student leaders; maintain records about completion of required registration components. Process final approval.
  • Provide aspects of program support planning for many office programs including scheduling of space, ordering supplies and equipment, working with on and off-campus vendors, managing event registrations and tracking all expenditures. Events include Student Activities Fair, Leadership 'n Lunch, Leadership Transition Workshops, Leadership Bootcamps, SAL Impact Awards, Advisors Forum and other student leader trainings and meetings.
  • Manage White Plaza event scheduling and operations for approximately one hundred events a year. Assess event requests, anticipate problems and needs, consult broadly with university staff, communicate expectations to users and approve, modify or deny all events. On occasion, attends and observes events in White Plaza. Manage access to White Plaza
  • Maintain official university archival record of all student organization leaders and members for use by university offices including Alumni Association and Development; verifies student records for off-campus accreditation agencies (once a quarter)
  • Routinely schedule SAL committees (Student Events Group and New Org Committee), student organization advisory boards and coordinate critical meetings with key university partners.
  • Basic updating and editing of website
Education & Experience:
Associates degree and one year 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.
  • Customer service skills.
  • Basic office administration skills.
  • Ability to learn compliance with legal, financial, and university policies and external regulations.
  • Bachelor's Degree and Stanford experience highly desirable.
  • Excellent organizational skills including an ability to oversee a wide variety of activities, to define pitfalls, to propose and implement effective solutions, while being able to set and readjust often competing priorities
  • Tolerance for ambiguity and complex situations with an ability to work well and gracefully under pressure
  • Strong interpersonal skills including an ability to deal effectively with diverse groups of people and to win cooperation from a broad spectrum of people
  • Experience in collaborative work with other professional colleagues;
  • Solid written and oral communication skills
  • High level of energy, flexibility, and the ability to work independently are keys to success in this role
  • 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.

  • - 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,
Experience a culture of excellence. Stanford University, located 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.

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.

Finalist candidate must successfully pass a pre-employment background check.

Job: Student Services

Location: Vice Provost for Student Affairs
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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