Onsite Student Services & Programs Coordinator

Stanford University; Palo Alto (CA); On-site; USD 56,481 - 64,747; Full time

Job summary

Stanford University’s Oceans Department at Hopkins Marine Station in Pacific Grove, CA is seeking a Student Services Administrator to provide administrative and operational support to students and postdocs. Reporting to the Director of Finance and Operations, this onsite role coordinates housing, internships, orientation, and program logistics, working with the Biology and Oceans departments.

Familiarity with university policies, strong organizational skills, and experience with Google apps and

Qualifications

• Experience working in higher education with undergraduate and/or graduate students and familiarity with academic systems and policies; experience with Stanford University systems and policies is a plus.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Skills

Team player

Interpersonal skills

Planning

Organizational skills

Independent work

Google apps

Asana

Education

High school diploma

4 years administrative experience

Tools

Google Drive

Google Docs

Google Sheets

Google Slides

Google Forms

Asana

Qualtrics

Zoom

Slack

Job description

Stanford University’s Oceans Department at Hopkins Marine Station in Pacific Grove, CA is seeking a Student Services Administrator to provide administrative and operational support to students and postdocs. Reporting to the Director of Finance and Operations, this onsite role coordinates housing, internships, orientation, and program logistics, working with the Biology and Oceans departments.

Familiarity with university policies, strong organizational skills, and experience with Google apps and