Hopkins Student Services Administrator

About Us

The Stanford Doerr School of Sustainability strives to create a future when humans and nature thrive in concert and in perpetuity. The school is made up of a three-part structure to drive global impact: Our academic departments and programs educate students and create new knowledge across areas of research that are crucial for advancing the long-term prosperity of the planet and people; Institutes bridge scholarship at Stanford and beyond, bringing multiple viewpoints to bear on urgent challenges; The Sustainability Accelerator drives new policy and technology solutions through a worldwide network of partners who work with our teams to develop solutions at a global scale. The school is dedicated to creating and supporting a community with the richness of experience and background needed to create solutions that benefit all people, particularly those most affected by environmental damage and climate change.

The first new department approved as part of SDSS is the Oceans Department. The oceans are earth's last frontier and are vital for our health and future. The Oceans Department supports the critical activities needed for breakthrough ocean teaching and research and uses inspired research to drive fundamental discovery and impact, including broad interdisciplinary and system-based approaches to addressing global ocean challenges. Our mission and vision are amplified by strong and durable linkages to other existing and emerging units in the new school and across campus. A critical and major component of Stanford Oceans is Hopkins Marine Station (HMS), located in Pacific Grove, California. HMS has over a 130 year-long tradition as a renowned marine biological station with over 15 faculty, 20 staff, and 40 graduate students and postdocs on site, representing the Oceans Department and the Biology Department in the School of Humanities and Sciences.

About the Role

The Oceans Department is seeking a Student Services Administrator to provide administrative and operational support to students and postdocs at Hopkins Marine Station. Reporting to the Director of Finance and Operations in the Oceans Department, this position has dual-department responsibilities, supporting all students and postdocs based at Hopkins (currently from the Oceans and Biology departments). For Biology graduate students, this role provides on-site coordination and support in partnership with the Biology Department's Graduate Student Services Manager, who maintains ultimate oversight of degree progress and academic milestones for all Biology students. The position may expand in the future to include students from other Stanford departments.

Core Duties

• 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.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• 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.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Responsibilities

• Connect students and postdocs to resources on campus or in the local community.
• Support all Stanford students attending courses at the Hopkins Marine Station, including housing support and student life in Monterey County, using Stanford defined policies and practices and professional knowledge.
• Manage the summer internship program.
• Regularly meet with students and postdocs to appraise them of new developments in either the Oceans or Biology department.
• Attend and contribute to student services meetings in Oceans and in Biology.
• Provide on-site support for students and postdocs at Hopkins, including lab rotation coordination with temporary housing, admissions interview logistics, and orientation activities.
• Develop recommendations and collaborate with staff, faculty, and other offices to resolve student support issues within the schools and across functional units.
• 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 at the Hopkins Marine Station, such as programs and courses and to influence current processes and policies.
• Support faculty in developing marketing materials and strategies for all courses held at the Hopkins Marine Station.
• Assist in planning and developing webinars, education fairs, and other external functions in support of the students and postdocs at Hopkins.
• Maintain and update a master project plan of goals and responsibilities.
• Manage the Oceans and Hopkins department Instagram accounts and post regularly about student related events at the station and on campus.

Minimum Education and Experience

• High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, and Abilities

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Aability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Preferred Qualifications

• Experience working in higher education with undergraduate and/or graduate students and familiarity with academic systems and policies; experience with Stanford University systems and policies is a plus.
• Flexible, open-minded, and collaborative work style.
• Exceptional team player, ready to support others to achieve common goals.
• Excellent interpersonal skills, diplomacy, and judgment.
• Demonstrated ability to work effectively with students from diverse backgrounds.
• Strong planning and organizational skills.
• Ability to work independently under minimal supervision.
• Experience with Google applications (Drive, Docs, Sheets, Slides, and Forms).
• Proficiency with computer applications Asana, Qualtrics, Zoom, and Slack is a plus.

Pay

The expected pay range for this position is $40.10 to $47.04 per hour.