Academic Services Coordinator

Job description

Academic Services Coordinator

Stanford University

Job Number:

Job Title: Administrative Services Administrator 1

Working Title: Academic Services Coordinator

Unit: Bing Overseas Studies Program (BOSP)

Job Code: 4121

Job Grade: H

FTE: 100%

Exemption Status: Exempt, Continuing

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford.

The Bing Overseas Studies Program (BOSP) within VPUE offers Stanford students the opportunity to study abroad while remaining enrolled at Stanford. BOSP currently operates quarter-length programs in Australia, Berlin, Cape Town, Florence, Hong Kong, Istanbul, Kyoto, Madrid, New York, Oxford, Paris, and Santiago. Each Summer Quarter, BOSP offers three-to four-week Overseas Seminars and Faculty Initiated Programs in various locations. In addition, BOSP also offers internships and other “away from Stanford” opportunities. Approximately 50 percent of each graduating class has participated in a BOSP program during their undergraduate career.

BOSP seeks an Academic Services Coordinator to provide dedicated academic support for BOSP's broad array of academic programs. Reporting to the Associate Director for Academic and Strategic Initiatives, this position is part of the Academic Operations team and is critical to supporting our mission: to prepare students for global citizenship in the service of the global public good. You will be responsible for managing and coordinating several functions including curriculum and academic information management and faculty support. You will exercise a high degree of independence and judgment in solving problems, executing and completing projects, and interacting with colleagues and faculty throughout the university and around the world. As a collaborator with a variety of academic departments and business units, you will have a keen understanding of how the university functions and will be expected to develop and maintain knowledge of BOSP's partnerships, priorities, and activities.

Your responsibilities will include:

  • Independently coordinating the process of requesting departmental/program review of BOSP courses for credit towards undergraduate majors/minors and university breadth requirements, submitting courses and faculty information, and responding to related issues.

  • Managing entry and maintenance of course information in university systems and administrative databases using curriculum plans developed by BOSP center directors.

  • Managing training, orientation, and academic appointment process for faculty in residence and off-campus visiting faculty including collection of appropriate documentation and approvals and verification of appointments.

  • In collaboration with the Associate Director, collecting and analyzing data from multiple sources including student evaluations and other feedback, surveys, trend reports, and data analytics. In addition, preparing and summarizing reports and making recommendations to enhance offerings, such as programs and courses to influence current processes and policies. Formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program.

  • Analyzing and interpreting policies; develop, revising and implementing procedures for BOSP programs.

  • Represent the Bing Overseas Studies Program as the key contact and subject matter expert for BOSP courses for credit towards undergraduate majors/minors and university breadth requirements. May also represent the program or function to external/internal stakeholders and constituencies.

  • Partnering with other business units in the development and testing of new university curriculum management and student information systems.

  • Flexibility in completing any other assigned duties.

  • Organizing and/or participating in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.

  • May direct staff to perform various tasks and assignments. May also supervise staff.

To be successful in this position, you will bring:

  • A Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

  • Demonstrated excellent organizational skills with the ability to prioritize your own work and multi-task.

  • 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 direct the works of others, including Student Assistants.

In addition, preferred requirements include:

  • Demonstrated proficiency in basic business applications and computing systems including Apple Mac environments and the Microsoft Office suite.

  • Knowledge of Stanford's course and student information system (PeopleSoft), including course entry and student registration maintenance, or the ability to quickly learn these systems and related policies and procedures.

  • Experience in a complex university environment with proven ability to work with faculty, staff, students, and parents in a sensitive and diplomatic manner.

  • Experience with study away and familiarity with the operations of a study away office, its mission and business objectives.

* 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 or her job.

About the Office of the Vice Provost for Undergraduate Education (VPUE) and the Bing Overseas Studies Program (BOSP)

For undergraduates, VPUE is the nexus for programs and initiatives that help students define and achieve their intellectual ambitions at Stanford. These include investigative introductory courses taught by esteemed faculty, targeted classes in writing and rhetoric, undergraduate research support, academic advising and mentoring, overseas and off-campus study programs, and undergraduate scholarships and fellowships. For faculty, VPUE serves as a principal conduit for furthering interaction with undergraduates and discovering ways in which working with students can enrich one's research agenda. VPUE advocates for undergraduate education in collaboration with faculty, departments and schools across Stanford. All VPUE resources are dedicated to involving faculty with the undergraduate experience, connecting students with phenomenal opportunities and fully realizing a liberal education at Stanford.

The Bing Overseas Studies Program (BOSP) offers away opportunities in Australia, Berlin, Cape Town, Florence, Hong Kong, Istanbul, Kyoto, Madrid, New York, Oxford, Paris, and Santiago. Also offered are short-term Overseas Seminars and faculty-initiated programs in Oaxaca and various locations. These opportunities allow undergraduates to study away while remaining enrolled at Stanford and are considered an integral part of the Stanford undergraduate experience.

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 individuals 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 course auditing opportunities. 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!

How to Apply

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. To be considered, please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background and experience in relevant academic, administrative work, also highlighting your motivation for working in a complex, internationally-oriented environment.

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Additional Information
  • Schedule: Full-time
  • Job Code: 4121
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 84069


Location: Vice Provost for Undergrad Education, Stanford, California, United States
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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Job No:
Posted: 7/25/2019
Application Due: 9/2/2019
Work Type: