Student Services/Faculty Affairs Administrative Associate
Stanford University

Job Info

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Student Services/Faculty Affairs Administrative Associate🔍School of Humanities and Sciences, Stanford, California, United StatesNew📁Administration📅2 days ago Post Date📅102964 Requisition #Student Services/Faculty Affairs Administrative AssociateThe School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day. Department/Program Description: The Stanford Global Studies (SGS) Division oversees 14 area- or thematically-focused centers and programs, providing an arena for students and scholars to explore our increasingly complex world from multiple economic, political, social, technological, and cultural perspectives. Through its network of more than 400 affiliated faculty and educational programs that reach students at the undergraduate, masters, and Ph.D. levels, SGS contributes to every facet of international engagement on campus: faculty research, doctoral training, community life, and undergraduate and graduate education. In addition, four centers within the Division are currently designated National Resource Centers through the Department of Education Title VI grant program.Interested candidates should upload a cover letter and resume in addition to the online application.Position Summary: SGS is seeking an Administrative Associate 3, who will work under general supervision of the SGS Outreach & Academic Manager, with dotted line reporting to the SGS Executive Director. The successful candidate must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to providing key administrative support to SGS - the ability to translate this information into operational successes will be critical.The Administrative Associate3 is central in carrying out the Division's core objectives. The position will oversee two sets of duties: Student Services: The Global Studies minor, consists of six subplans and requires a high level of coordination among the associate directors of the participating centers with SGS central offices:● Curriculum Planning & Course Scheduling - collect and enter course information, use university curriculum scheduling systems, review room assignments for appropriateness to meet faculty teaching needs, etc.● Updating the Bulletin - coordinate consistency of language across subplans; annual review of content and revision● Degree Progress Tracking On average, we have 24 students enrolled:○ Monitor (in Axess) and ensure timely approval of subplan declaration○ Reviewing completion of degree requirements to ensure students are eligible for conferral of degree○ Overseeing recommending list & notification setup for all subplan approvers○ Maintain accurate STF panels for recommending list and other notifications in Axess○ Expertise in new MAP degree progress tracking system - centralized tracking● Reporting for:○ Curriculum review (Axess, BI, and SIRIS on student enrollments, graduation rates)○ Title VI proposals and reports (globally-focused courses, course enrollments)● GFS entry for graduate student research fellowship stipends○ often requires coordinating with student's home department, trouble-shooting in GFS or with unapplied aid, or navigating special non-matriculating GFS stipend requests with Payroll).○ Requires significant knowledge of student financial support and graduate aid policies.Faculty Affairs: The following key duties are critical for SGS to maintain consistency and compliance across the Division. This position will be responsible for all appointment processes and tracking for the following positions:● International visiting scholars, visiting post-doctoral scholars, and visiting professors:○ Clearing name through the Federal Restricted Party Screening Tool (FRPST)○ Collection of CVs and documents○ FASA submission & appointment letter○ Creating of EmplID for Faculty Affairs; Non-employee Affiliate webform (when needed)○ J-1 visa online request; coordination with Bechtel I-Center when issues arise● Adjunct professors:○ Collection of CVs and documents○ FASA submission & appointment letter○ Creating of EmplID for Faculty Affairs● Lecturers (across the Division)○ Collection of CVs, syllabi, and other documentation○ Staff Teaching Approval Form (when appropriate)○ FASA submission and appointment letter○ Tracking appointment terms; identifying those appointments which require non-reappointment letters○ Creating of EmplID for Faculty Affairs● Reporting & tracking in BIThe successful candidate will possess strong organizational and time management skills with acute attention to detail. They will be able to complete work assignments with minimal supervision, and will prioritize, organize, and complete tasks effectively and in a timely manner. The role requires flexibility, accountability, enthusiasm, problem-solving skills, and adherence to Stanford University's financial compliance guidelines.This is a 80% FTE, two-year fixed term non-exempt position (with possibility of extension). This position is hybrid with the possibility for remote work.If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.CORE DUTIES*● Process and track requests and maintain appropriate documentation and communication.● Gather all components of appointment files for visitors and organize in compliance with guidelines; assemble and draft materials for the appointment files.● Assist in coordination of visa process, as needed.● Input data, update electronic databases, web sites, literature, and associated materials. May collect, gather and validate data, prepare basic reports.● Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.● Create complex reports and spreadsheets which may utilize specialized software and systems.● Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.* Other duties may also be assignedQualificationsMINIMUM REQUIREMENTS:Education & Experience:● High school diploma and three years of administrative experience, or combination of education and relevant experience.● 2+ years of general administrative experience in an academic setting preferred. Knowledge of Stanford student services or faculty affairs policies strongly preferred.Knowledge, Skills and Abilities:● Proficient computer skills and demonstrated experience with office software and email applications.● Demonstrated success in following through and completing routine tasks.● Strong organizational skills and attention to detail.● Strong verbal and written communication skills.● Excellent customer service and interpersonal skills.● Ability to prioritize and multitask.● Prior Stanford experience with student services and faculty affairs systems strongly preferred.Certifications and Licenses: NonePHYSICAL REQUIREMENTS*:● Constantly perform desk-based computer tasks.● Frequently sitting.● Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.● Rarely twist/bend/stoop/squat, kneel/crawl.* - 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.WORKING CONDITIONS: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's Administrative Guide, http://adminguide.stanford.edu.The expected pay range for this position is $30.29 to $37.02 per hour.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.Why Stanford is for YouImagine 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 welive 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 moreThe job duties listed are typical examples of work performed by positions in this job classifications 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 their 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: Part-time
• Job Code: 4098
• Employee Status: Fixed-Term
• Grade: F
• Requisition ID: 102964
• Work Arrangement : Hybrid Eligible, Remote Eligible

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