Appointment Duration: Two Year Fixed Term

Job Purpose:

Administer/coordinate several functions in the University Registrar’s Office which may include: registration and tuition statuses; academic policy and planning; and undergraduate and graduate degree progress. Responsible for making recommendations and resolving first level decisions on issues regarding the above functions.

Core Duties:

Petition Processing & Evaluations

• Oversee, review and administer student records by analyzing data, informing students of decisions and providing recommendations that require interpretation and influence decisions.
• Assist with quarterly petition processing and degree progress transactions in all careers (Undergraduate, Coterm, Graduate).
• Provide advice to students on a range of issues, including, but no limited to, academic progress, academic program policies, accessibility, etc, to guide them in making appropriate choices and decisions.
• Identify trends, perform needs analysis, and participate in the implementation and testing of new technology.
• Audit degree progress transactions and information sent from students and departments on campus; conduct analysis on current proposed business practices.
• Monitor and manage WAYS (general education requirements) exceptions: WAYS requests are submitted via WAYS website along with Service Now. This includes entering manual exceptions based upon current WAYS policies into the student information system (PeopleSoft).
• Monitor and manage AP (Advanced Placement)/IB (International Baccalaureate) and the international exams, specialist will manage the record keeping of external test credit and, when necessary, manually correct/enter AP and IB credit. This requires troubleshooting using various panels in PeopleSoft, and demands for high level of detail orientation.
• Review and correct AP duplications: review (and remove) all duplicated Stanford courses which correspond to AP exam credit, each quarter.
• Responding to inquiries (SNOW, email) related to undergraduate degree progress.
• Work with external departments on process improvements if necessary.
• Assist with all Degree Progress events.
• Assist with batch processes within the Degree Progress unit and/or mass clean-ups
• Review and recommend new reporting tools and make edits to existing job aids
• Assist with SAS Learning Library to assist internal and external staff

Business Analysis and Policy Evaluation

• Develop recommendations and collaborate with staff, faculty and other offices to resolve issues across functional units.
  • Recommend operational changes to support emerging University policy and procedures;
  • Recommend and help implement reporting tools to evaluate degree progress functions and assist with assessment efforts;
  • Review and recommend communication strategies (including notification emails and Registrar’s Office website)
• Evaluate and process undergraduate, graduate, and coterm petitions.
• Assist with the review and processing of external test scores including Advanced Placement (AP), International Baccalaureate (IB), and other international placement exams.
• Assist with troubleshooting tuition issues and implementing strategies to prevent recurrence of tuition issues.
• Maintain active knowledge of all systems and participate in planning for future system functionality.
• 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 services 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.

Other Duties

• Provide first line response to identify students in crisis and refer to appropriate resources, as needed.
• May develop marketing materials and strategies for program activities and outreach functions. Assist in planning and developing webinars, education fairs and other external functions.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education and Experience:

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

Preferred Qualifications:

Experience with higher education and/or PeopleSoft.

Knowledge, Skills and Abilities:

• Strong written and verbal communication skills.
• Strong and proactive customer service skills.
• Basic analysis and problem solving skills.
• Basic computer skills, including experience with Microsoft Office Suite, Notepad, Google Docs.
• Experience with business systems (PeopleSoft, Service Now, and document imaging system preferred),
• Ability to learn, interpret, and understand compliance with legal, financial, and university policies and external regulations.
• Ability to organize and respond to diverse inquiries from diverse contingencies.
• Ability to prioritize and execute multiple tasks.
• Ability to work independently with little to no direction at times.
• Ability to work in high volume, production environment.
• Detail oriented with ability to organize large volumes of data.

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.

*- Consistent with its obligations under the law, the University will provide reasonable accommodations to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Working Conditions:

• May work extended or non-standard hours based on project or business needs.

Work Standards:

• 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 Administrative Guide, http://adminguide.stanford.edu.

Finalist candidate must successfully pass a pre-employment background check.

Experience a culture of excellence.

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.

Stanford University is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring qualified women, minorities, projected veterans and individuals with disabilities. 

Additional Information

• Schedule: Full-time
• Job Code: 7501
• Employee Status: Fixed-Term
• Grade: F