Short-Term, Graduate, & Postdoctoral Scholar Administrator (Student Services Officer 1), Ophthalmology
The Byers Eye Institute at Stanford University School of Medicine is seeking a Short-Term, Graduate & Postdoctoral Scholar Administrator (Student Services Officer 1) to be responsible for the administration of the following research student populations:
- Postdoctoral Scholars: individuals who have completed doctoral degrees and are conducting research in a mentored setting
- Visiting Student Researchers: matriculated graduate students from other universities who visit for a short-term research opportunity
- Student Intern/Trainees: typically high school or undergraduate students who are seeking hands-on opportunities to participate in research, either for college credit or for academic/career preparation
- Graduate Student Assistantships: Stanford matriculated graduate students who receive compensation for research or teaching assistantships
Please note, the populations served are non-degree seeking students participating in research-related training. Examples of the type of advising and decision making this person would be responsible for:
- Determining eligibility for postdoc appointment, working with faculty to set appropriate salary and monitor performance; liaise with Office of Postdoctoral Affairs to solve complex issues, including seeking exceptions for unique candidate circumstances and determining visa eligibility
- Apprising faculty of visiting student fees and determining eligibility for stipends for visiting student researchers
- Assisting with the preparation of learning agreements for student intern/trainees, including determining whether proposed duties are appropriate in context of agreement
- Administering pay in the Graduate Financial Services portal (GFS)
The incumbent will act as the subject matter expert for faculty seeking to appoint students and will provide advice to post-doctoral scholars and students on a range of issues to guide them in making appropriate choices and decisions. The Student Services Officer will be the main point-of-contact with the Office of Postdoctoral Affairs, the Bechtel International Center, the Dean of Research, and the Registrar to ensure compliance, timely completion of appointments, and continuous support of our students. Demonstrated ability to manages complex processes and collaborate effectively with multiple stakeholders is highly desired.
This is a hybrid position requiring 1-2 days on site per week.
The expected pay range for this position is $58,000 to $82,000 per annum. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
Duties include:
- 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.
- May train and supervise other staff, volunteers, student and temporary workers.
* - Other duties may also be assigned
DESIRED QUALIFICATIONS:
Three+ years of student services experience in a postsecondary institution
EDUCATION & EXPERIENCE (REQUIRED):
Bachelor’s degree and two years of relevant experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- 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 compliance with legal, financial, and university policies and external regulations.
CERTIFICATIONS & LICENSES:
None
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy