Academic Programs Coordinator

Stanford University

Job Number: 85294

Student Services Officer 1
Job Code: 7501
Job Grade: F
FTE: 100%, Exempt

Stanford Pre-Collegiate Studies (SPCS) is an innovative center for pre-collegiate education committed to Stanford's ideals of academic excellence and respect for diversity of backgrounds and experiences. SPCS bring together intellectually curious students from around the world in engaging learning communities, designed to foster critical thinking, promote personal growth, and inspire dedication to lifelong learning in the next generation of global citizens. SPCS takes pride in innovative and engaging programs, and an energetic, collaborative and inclusive workplace.

**Please note that the offices of Stanford Pre-Collegiate Studies are located on Stanford's new Redwood City Campus as of September 2019**

Reporting to the Senior Associate Director of Academic Programs, the Academic Programs Coordinator manages and administers processes that support instruction and admissions for residential-summer and year-around pre-collegiate programs. This position plays a vital role in ensuring that these programs run smoothly and efficiently throughout the year.

The Academic Programs Coordinator works closely with the Assistant Director of Admissions to coordinate the team of application reviewers, process program and financial aid applications, analyze data and generate reports.

The Academic Programs Coordinator assesses, develops and manages instructional support for the summer programs, including providing support to program participants, procurement, IT supply management, processing honoraria and reimbursements, and more. This position also helps manage and process financial transactions in support of summer and year-round programs and may take a lead role in coordinating special projects for the department.

The ideal candidate has past experience working in both financial administration and a customer-service environment, and has excellent judgement, analytical skills, creativity, flexibility, a positive attitude and a sense of humor.

Your responsibilities include:

Support the summer programs' admissions process, including assisting in the development, administration and management of program and financial aid applications via Technolutions Slate.

Strategize to ensure optimal enrollment. Assess and accommodate residential and instructional staff requirements to support academic enrichment programming; oversee quality control of scheduled academic-program activities.

Assist in resolving complex issues, including issues in the application process and applicant and parent inquiries. Serve as a subject matter resource to other departments; represent Pre-Collegiate Programs at marketing or recruitment events: career fairs and campus events, national conferences.

Coordinate, oversee, and prepare or submit complex high-dollar requisitions for common equipment and services used by SPCS programs. This may include extensive coordination with both SPCS staff and vendors to identify specific needs and minimize spending. Assist program teams and instructional staff with special equipment requests, recommend or identify vendors, and prepare or submit requisitions for large program-related expenditures.

Generate financial reports to determine current payment and financial aid award status. Create payment reminder messaging for all unpaid admitted students in the Summer Institutes, Arts Institute, Humanities Institute, AI4ALL, SUMaC, and various Circles programs.

Reconcile revenue for the above programs on a monthly basis, according to compliant financial practices. Ensure revenue is properly documented and assigned to correct programs.

Monitor spending related to academic programs. Conduct annual and spot assessments of revenue and expenses, and assist with developing new budgets. The Academic Programs Coordinator will regularly review payment records and will report concerns about internal compliance and / or suspicious transactions immediately.

Assist with routine residential and instructional staff purchase / supply requests to ensure necessary operational resources are available.

Manage data flow and analyze reports for admissions and financial aid applications. Communicate and maintain relationships with application reviewers and community partner organizations.

Analyze application data and create reports to inform planning for future admissions cycles; identify process improvements for program applications and team collaboration. Support Instructor hiring. Coordinate, develop and implement orientation and training segments for instructors and TAs.

May assist with developing marketing materials and strategies for program activities and outreach functions. Assist in planning and developing webinars, education fairs and other external functions.

Oversee the collection process of end of summer instructor and course feedback. Manage the distribution of end of session evaluations for each course and participant. Assist in identifying trends, needs analysis, and testing of technology throughout the application and acceptance; support maintenance of multiple program websites.

Manage instructor reimbursement and honorarium for guest speakers; monitor and submit purchase orders for summer program expenditures. Serve as point of contact with external vendors for program specific need; manage quotes and purchase orders for summer computer rentals, instructor technology needs and book orders.

Train and supervise contingent staff to provide academic-programs support.
* - Other duties may also be assigned.

To be successful in this position, 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.

Excellent computer skills, including experience with Excel and Microsoft Office Suite.

Strong analysis and problem solving skills.

Strong customer service and interpersonal skills. Tact, discretion, empathy.

Relevant computer systems/technology experience.

Understanding of financial transactions.

Ability to learn and understand compliance with legal, financial, and university policies and external regulations.

Excellent organizational capability, attention to detail, and time management skills.

Ability to work independently and as part of a team to meet expected deadlines and schedules
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.

Working Conditions:
May work extended or non-standard hours based on project or business needs.
This position has a demanding scheduled from mid-May through August and may have some evening and weekend work during this period, as well as on-call responsibilities and the ability to respond quickly to unexpected incidents during the program.

Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.

Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.

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.

Why Stanford is for You
Freedom to Grow. We offer career development programs, tuition reimbursement, course auditing.
A caring culture. We provide superb retirement plans, generous leave package, 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.

How to Apply:
To be considered, please provide a cover letter and a current resume along with your online application.

Additional Information

• Schedule: Full-time
• Job Code: 7501
• Employee Status: Regular
• Grade: F
• Requisition ID: 85294

Job:

Location: Stanford Pre-Collegiate Studies, Redwood City, California, United States
Schedule:
Classification Level:

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

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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