Student Services Officer
Job Family: Student Services
Job Series: Student Services
Job Code: 7501
Effective/Revision Date: 06/01/2018
Job Series Matrix URL: View PDF
Note: Not all unique aspects of the job are covered by this job description
Job Code: 7501
Job Grade: F
Applied Physics is a graduate department in the School of Humanities and Sciences. It is one of three elements — Applied Physics, Physics, and the SLAC National Accelerator Laboratory — in the broader physics community at Stanford. The Department emphasizes fundamental research in areas of potential technological importance and in areas of science where a physics point of view is particularly effective. The Department also has a tradition of inventing new tools for science and new devices for technology. Present activities include research in accelerator physics, atomic and molecular physics, biophysics, condensed matter and materials physics, nanoscience and technology, photonics, quantum information, synchrotron radiation and ultra fast science.
The Applied Physics department is a staff of two. We are seeking a Student Services Officer to manage the student services function in the department as well as work closely with other staff and faculty to provide students with the necessary support for their academic success. Reporting to the Department Administrator, the SSO is a key member of the administrative team, supporting approximately 175 graduate students and 21 master’s students. Your role includes responsibility for managing and implementing processes related to the academic career of Applied Physics students: admissions, financial aid, budgeting, degree progress, course and classroom scheduling, and Bulletin updates. You will provide support to a large volume of diverse clients, from faculty, students, and fellow staff.
- Oversee, review and administer student records by analyzing data, counseling students and providing recommendations that require interpretation and influence decisions. Make exceptions on issues of eligibility, course enrollment 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 students 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 of research, fellowship and scholarship opportunities. Participate in related student recruitment and selection.
- 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.
- 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.
- Identify trends, perform needs analysis, and participate in the implementation and testing of new technology.
- May develop marketing materials and strategies for program activities and outreach functions. Assist in planning and developing webinars, education fairs and other external functions.
- May provide oversight with the 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 two years 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.
- 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:
- 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, http://adminguide.stanford.edu
Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.