Student Services and Finance Coordinator, Applied Physics

The 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.

The Department of Applied Physics (AP) is a graduate department in the School of Humanities and Sciences. It is one of three elements—Applied Physics, Physics, and the SLAC National Accelerator Laboratory—in the broader physics community at Stanford. AP seeks out and develops new areas of physics with broad impact on science, engineering and society through research and education. While the department is relatively small, it has nine National Academy of Science and four National Academy of Engineering members in addition to one MacArthur Foundation Fellow and several Packard Foundation Fellows. The department houses 26 faculty and, in an average year, 170 grad students. Learn more about the department at http://appliedphysics.stanford.edu/

The Department is seeking a Student Services and Finance Coordinator (SSFC). The SSFC will work under general supervision of the Applied Physics Director of Finance and Operations to support complex administrative tasks related to student services and financial processing within the department. They must possess and demonstrate a positive outlook on continuous process improvement while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit 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 topics, policies and procedures as they relate to student services and financial processes. The ability to translate this information into operational successes will be critical.

This is a 100% FTE, continuing position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need, with a maximum of 1 day per week of 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:

·       Support administrative functions related to student services within the department, including quarterly grad aid process, degree progress and milestone tracking, admissions, course/curriculum management, and others.

·       Oversee and/or process a variety of complex financial transactions, including but not limited to purchase, verification, reimbursement, and payroll; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. May include arranging for faculty and visitor travel. Create complex reports and spreadsheets which may utilize specialized software and systems.

·       Act on behalf of the Applied Physics DFO or Student Services Manager 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 meeting, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and supporting budget management.

·       Compose and draft documents and correspondence for presentations, meetings, 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.

·       Provide administrative support to AP faculty without other administrative support. Includes financial, procurement, supplies, and other tasks.

* Other duties may also be assigned.