Academic and Student Services Coordinator

California, United States
22 Oct 2018
End of advertisement period
22 Dec 2018
Contract Type
Full Time

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

Stanford ChEM-H and the Stanford Neurosciences Institute are seeking an Academic and Student Services Coordinator (Administrative Services Administrator 1) to support the portfolio of undergraduate, graduate, postdoc, medical student/resident/fellow, and faculty training, research, seed grant, and diversity programs. The position emphasizes student and faculty services and public relations, as it relates to academic programs, but also includes event implementation and administrative tasks required to support those programs. Candidates should be highly organized self-starters, comfortable with autonomy, and embrace opportunities to tackle new problems and challenges as part of a dynamic team in a start-up-like environment within the University.

About Stanford ChEM-H 

Stanford ChEM-H is a new interdisciplinary institute focused on :


Chemistry, Engineering, and Medicine for Human Health. The institute was founded as a joint venture of the Schools of Medicine, Engineering, and Humanities and Sciences. The proximity of world-class biologists, chemists, engineers, and clinicians at Stanford presents a unique opportunity to study human biology at a molecular level, to translate this knowledge into groundbreaking products and services that promote healthy living, and to educate a new cadre of “physician-scientist-engineers” who will lead a rapidly evolving industry.

About Stanford Neurosciences Institute 

The goal of the Stanford Neurosciences Institute is to understand how the brain gives rise to mental life and behavior, both in health and in disease. The research community of the Institute draws from and informs multiple disciplines, including neuroscience, medicine, engineering, psychology, education :

and law. New discoveries will transform our understanding of the human brain, provide novel treatments for brain disorders, and promote brain health throughout the lifespan. The Institute aims to create positive benefits for individual people, families and society.


The Academic and Student Services Coordinator will report to the Associate Director of ChEM-H with a dotted line to the Associate Director for the Neurosciences Institute. The Coordinator will devote 50% time to each Institute and will therefore be jointly managed by the Associate Directors of both Institutes. This position will work closely with the Scientific Program Managers of each Institute. The Coordinator is the primary point of contact for faculty, students, postdocs, and medical students/residents/fellows participating in or applying to ChEM-H or Neurosciences Institute programs. The Coordinator is responsible for making recommendations and resolving first level decisions on issues regarding application, admission, financial support, visa services, advising, career counseling and academic services using defined policies and practices and professional knowledge. The Coordinator provides advice to students and program applicants/participants on a range of issues to guide them in making appropriate choices and decisions.


  • Oversee, review and administer trainee, applicant, and participant records for portfolio of ChEM-H and Neurosciences Institute programs by analyzing data, counseling applicants and participants and providing recommendations that require interpretation and influence decisions. Make exceptions on issues of eligibility and program requirements.
  • Develop recommendations and collaborate with staff, faculty and other offices to resolve programmatic issues within the school and across functional units (such as strategizing to ensure optimal enrollment).
  • Provide advice to program participants on a range of issues, including, but not limited to, academic progress, academic program policies, career plans, accessibility, community standards, etc., to guide them in making appropriate choices and decisions.
  • Apprise students, postdocs, and others affiliated with ChEM-H or the Neurosciences Institute of research, fellowship and scholarship opportunities. Participate in related student recruitment and selection. Lead coordination of diversity outreach and recruitment for targeted programs.
  • Provide first line response to identify students in crisis and refer to appropriate resources, as needed.
  • Collect and analyze data from multiple sources including student feedback, surveys, trend reports, and data analytics. Prepare and summarize reports and make recommendations to enhance offerings, such as programs and courses and to influence current processes and policies. Compile data and analyses for training grant and research grant applications and reports supporting portfolio programs.
  • Develop, analyze, influence and review, policies, processes and programs by incorporating feedback and trend data learned from first-line interactions with students. Advise manager and team on policy updates and provide recommendation for implementation of changes. Implement and manage application processes using online application services.
  • Identify trends, perform needs analysis, and participate in the implementation and testing of new technology.
  • Develop marketing materials and strategies for program activities and outreach functions.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, retreats, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Administration of financial processes such as financial reimbursements, data entry, reviewing terms and conditions regarding contracts, understanding vendor requirements, and following up and resolving issues.

* - Other duties may also be assigned


Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • 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.
  • Basic computer skills, including experience with Microsoft Office Suite.
  • Basic analysis and problem solving skills.
  • Customer service skills.
  • Relevant computer systems/technology experience.
  • Understanding of financial transactions.
  • Ability to learn and understand compliance with legal, financial, and university policies and external regulations.

Certifications and Licenses:



  • Knowledge of Stanford administration systems, as well as confident working knowledge of Excel, is strongly preferred.
  • Basic graphic design skills, including use of Adobe Photoshop, Illustrator and InDesign is preferred.



  • 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’s Administrative Guide,

About Stanford

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.