Program Associate for New Student and Co-Curricular Programs

Job Title: Student Services Officer 1

Working Title: Program Associate for New Student and Co-Curricular Programs

VPUE Unit: Academic Advising

Job Code: 7501

Grade: F

Status: Full-time, exempt, continuing

Location: Hybrid (at least 4 days on campus each week); fully onsite in the summer and while programs run

Reports to: Assistant Director for New Student and Co-Curricular Programs

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford.

https://undergrad.stanford.edu/

The Office of the Vice Provost for Undergraduate Education (VPUE) is seeking a Program Associate for New Student and Co-Curricular Programs. Reporting to the Assistant Director for New Student and Co-Curricular Programs, the Program Associate provides administrative, event, and operational support to the New Student and Co-Curricular Programs Team in the Office of Academic Advising. This team is responsible for a suite of high-profile programs that onboard and transition all new undergraduate students to Stanford (Approaching Stanford and New Student Orientation) as well as signature programs and initiatives for each class that build class community, sense of belonging, and academic identity within students (Frosh 101, Majors Nights, Frosh Winter Warm-Up, Transfer Visit Day, etc.). Responsibilities include, but are not limited to: serving as the primary responder to student and family member inquiries, monitoring new student requirements, coordinating event logistics and work orders, creating marketing materials, updating online content, maintaining the office work space and supplies, processing financial transactions, and staffing student events. The Program Associate provides general administrative and event support to the New Student and Co-Curricular Programs team and carries out general Academic Advising administrative duties, as needed, throughout the year.

In this role, you will*:

• Perform administrative operations and logistical coordination for New Student Orientation (NSO), Approaching Stanford, Frosh 101, Transfer Academic Programs, class-based academic programs, and other signature programs managed by the team, which may include: developing marketing materials, coordinating with campus partners, scheduling rooms/spaces, submitting requests and work orders for event services and facility needs, and ordering services and supplies from internal and external vendors.

• Provide on-site event support for events and programs managed by the team: NSO, Frosh 101,  Majors Night, Frosh Winter Warm-Up, Transfer Visit Day, etc.

• Serve as primary responder to inquiries from new students and their parents/families on general helplines and exercise judgement to determine and take appropriate action as required within a defined set of policies and procedures, including identifying students in crisis. Provide advice to new 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. 

• Conduct financial processes such as financial reimbursements, data entry, reviewing terms and conditions regarding contracts, understanding vendor requirements, and following up and resolving issues. Process and monitor routine financial transactions such as reimbursements, PCard verifications, requisitions, work orders, iJournals, and supply orders. Track expenses, prepare and maintain reports, understand vendor requirements, and research and resolve issues. Conduct financial training for, develop processes for, and monitor student staff usage of PCards.

• Monitor and track new student requirements and communicate with students to ensure compliance. 

• Assist with generating reports and managing student data for key campus partners. Collect and analyze data from multiple sources including student feedback, surveys, trend reports, and data analytics.

• Identify trends learned from first-line interactions with new students and families, perform needs analysis, and advise manager and team on policy updates and provide recommendations for implementation of changes.

• Maintain approved online content on websites and in Canvas. Participate in the implementation and testing of new technology.

• May perform human resources transactional support for student workers, e.g. student hiring paperwork.

• May train and supervise volunteers, student and temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

• Contribute to general office and program administration, as needed.

• May require occasional evening or weekend work for events.

• 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 the job.

* - Other duties may also be assigned