Academic and Student Services Coordinator, Stanford ChEM-H

California, United States
17 Sep 2020
End of advertisement period
17 Nov 2020
Contract Type
Full Time

We are seeking an Academic and Student Services Coordinator to support the portfolio of undergraduate, graduate, postdoc, medical student/resident/fellow, and faculty training, research, seed grant, and diversity programs. You will emphasize 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. This is a two year fixed-term position with the possibility for renewal based on funding.

In this position you:

  • Are a key player in advancing ChEM-H’s goals of diversity and inclusion of the communities served by the institute, including through recruitment, programming, and ongoing support. You 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.
  • Are the primary point of contact for faculty, students, postdocs, and medical students/residents/fellows participating in or applying to ChEM-H programs.
  • Are 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.
  • Will provide advice to students and program applicants/participants on a range of issues to guide them in making appropriate choices and decisions.

You will also:

  • Oversee, review and administer trainee, applicant, and participant records for portfolio of ChEM-H 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 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 to support the institute and educational programs.
  • Develop marketing materials and strategies for program activities and outreach functions with the goal of recruiting and supporting inclusive and diverse cohorts of students.
  • 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.

To be successful in this position, you will bring:

  • Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience
  • 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
  • Understanding of emerging practices around diversity and inclusion in higher education

In addition, our preferred requirements include:

  • Knowledge of Stanford administration systems
  • Basic graphic design skills, including use of Adobe Photoshop, Illustrator and InDesign is preferred.
  • Experience with data management, tracking, and survey development, such as Excel and Qualtrics, is strongly preferred
  • Knowledge of NIH administration systems, such as eRA Commons and MyNCBI

What is Stanford ChEM-H?

Stanford ChEM-H is an interdisciplinary institute focused on connecting 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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. Your cover letter should briefly describe your background and interest in this specific position.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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 his or her job.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

  • Schedule: Full-time
  • Job Code: 4121
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 87212

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