The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 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.
Chemistry Department Description: The mission of the Stanford Chemistry Department is to deliver excellence in education and research by attracting the very best faculty and students. The Department serves 26 faculty members, 5 lecturers, ~90-100 postdocs, ~250-300 PhD students, ~10 research staff, and 30 administrative staff, with an annual consolidated budget of approximately $30 million. The Department facilities consist of over 300,000 square feet of research, classroom and administrative space spread over 6 buildings.
Position Summary: The Department of Chemistry is seeking a Front Desk / Student Services Administrator to join our team. The Front Desk / Student Services Administrator will work under general supervision of the Student Services Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. In this role, the successful candidate will manage the front desk greeting visitors and responding to inquiries. In addition, this role supports the Student Services group and plays an important role in processing 550+ graduate student applications and corresponding with prospective students including sending offers of admission. The position also involves working closely with the Registrar’s Office to schedule rooms, p-card and reimbursement processing, ordering main office supplies, sorting mail, photocopying materials for large classes, editing portions of the department website using Drupal 9, and helping with departmental events.
It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written and 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 student services and the ability to translate this information into operational successes will be critical. This position is an excellent entry point for a career in Student Services at Stanford.
Please submit both a resume and cover letter when applying for this position.
CORE DUTIES:
- Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
- Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
- Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
- Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
- May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
- Maintain approved content on websites.
- May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
- May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
- Other duties may also be assigned.
EDUCATION AND EXPERIENCE:
● High school diploma and three years of administrative experience, or combination of education and relevant experience.
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 multi-task.
PHYSICAL 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.
This position will be based on the Stanford campus.
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.
