Student Services Officer

California, United States
20 Aug 2019
End of advertisement period
20 Oct 2019
Contract Type
Fixed Term
Full Time

JCC: 7501
Grade: F

FIXED TERM POSITION - 6 months (early-October through early-April)
Stanford University’s Department of Biology has an exciting opportunity for a highly motivated, organized, and energetic Student Services Officer (SSO). This is a 6-month fixed-term position that will fill in for a staff leave period. The duration of the appointment provides time for initial overlap training and a debrief period.

Reporting to the Director of Finance and Operations, the SSO will be responsible for functions primarily associated with postdoctoral scholars and graduate students. The SSO will handle postdoctoral scholar and visiting student researcher (VSR) administration from pre-appointment through on-boarding, financial support entry, reappointments, and terminations. S/he will also manage teaching assistant assignment changes and hiring; conduct quarterly student billing reporting; assist in PhD admissions administration and event planning; perform digital filing and student records maintenance; communicate with faculty, staff, graduate students and postdocs to answer questions or solve problems as they arise; and other duties as assigned.

Stanford Biology attracts top students, faculty, and research staff from all over the world. Candidates with experience administering graduate and/or undergraduate programs will be well-suited for this Student Services Officer (SSO) position, although we will train the right person who has the core skills, abilities and relevant experience. The ideal candidate will be adept at managing multiple projects with competing deadlines, detail-oriented, flexible, and customer-service oriented. Familiarity with Stanford systems and policies is a plus.
Resume and Cover Letter Required

Core Duties*:

  • 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
  • Administrative duties related to records maintenance and event planning

* 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 to clearly and effectively communicate information to internal and external audiences, client groups, and management.
  • Advanced analysis and problem-solving skills.
  • Advanced computer skills, including experience with Microsoft Office and Google Drive Suites.
  • 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: None


  • Two or more years of experience administering student programs or student affairs within an academic environment.
  • Strong judgement and independent decision-making abilities.
  • Experience with and the ability to work well with students, faculty, staff and prospective applicants.
  • The ability to grasp complicated student aid budgets and projections.
  • Highly organized, proactive, and able to successfully multitask.
  • The ability to work in a fast-paced environment, while maintaining a calm and positive demeanor.
  • Experience with Stanford systems such as PeopleSoft, Axess, BI, GFS, GFPS, etc.


  • 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.


  • None


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,

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

Additional Information

  • Schedule: Full-time
  • Job Code: 7501
  • Employee Status: Fixed-Term
  • Grade: F
  • Requisition ID: 84365