Student Services Specialist

California, United States
18 Oct 2018
End of advertisement period
18 Dec 2018
Academic Discipline
Social Sciences, Sociology
Contract Type
Full Time

The Department of Mathematics is seeking a full-time Student Services Specialist to provide administrative support for our undergraduate degree programs and course offerings. Under the supervision of the Student Services Manager, the Student Services Specialist is responsible for the following: Monitor the declaration process and degree progress of undergraduate majors and minors. Provide administrative support for courses including room scheduling, managing tutors and homework graders, and coordinating the ordering of textbooks and desk copies. Serve as the first point of contact for current and prospective students and faculty academic inquiries. Process reservations for academic and course-related room requests. Organize events such as outreach to prospective majors, events for undergraduate majors, student/advisor lunches, and Commencement. Manage the Undergraduate Workspace. Update the Bulletin and time schedule. Update the academic pages of the department website. Coordinate grant applications, funding, and programs to support undergraduate advising and research. Assist the Student Services Manager with the graduate admissions process including answering routine questions, auditing PhD applications for completeness, and organizing the prospective student open house.

This position is a key member of the two-person Student Services Office and works directly with students, faculty, and staff. The ideal candidate will be customer service-oriented, organized, and self-motivated. This position requires someone who displays attention to detail, willingness to evaluate and improve processes, ability to prioritize work efficiently, and adaptability. Strong communication skills, good judgement, and understanding of and adherence to policy are also important for this position.


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.


  • Review documents and forms for completeness, track files for follow up and distribute for review.
  • Research and resolve routine issues, refer complex issues to other staff.
  • 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.

* - Other duties may also be assigned


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.

Certifications and Licenses:



  • 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 the 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‚Äôs Administrative Guide,