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Student Services Officer


The Department of Microbiology and Immunology is seeking a Student Services Officer 2, to administer, implement, and interpret university and department policies and procedures on issues regarding admission, financial aid, housing, registrar services, visa services, student life, advising, career counseling and academic services. Identify, clarify, and resolve highly visible or complex issues with substantial significance and impact that may span multiple areas, using advanced technical and professional knowledge requiring independent judgment.

Job Title: Student Services Officer
Location: Stanford, CA
Salary: $80,000 – $104,000 a year
Type: Full-time

The Student Services Officer (SSO) is the main point of contact for prospective and current graduate students and postdoctoral scholars and their respective mentors. Currently, the SSO supports 35 graduate students and 25 postdocs in conjunction with the Student Services administrative associate. The SSO is responsible for all administrative and financial management for the graduate and postdoctoral programs, as well as management of a long-standing departmental NIH T32 Training grant. This position has responsibility for assuring that programmatic funds are expended in accordance with applicable government and University policies, that sponsor requirements for compliance and reporting are met, and that administrative deliverables are met. The SSO also advises students/ faculty and manages graduate student degree progress, ensuring the timely completion of program/university milestones and requirements. The SSO coordinates support for student travel, processes visas/arrangements for visiting students, and administers funding for all students in the Department. The SSO manages all aspects of graduate student appointments including reappointments, terminations, department transfers, H1b visas, and leaves of absence. The SSO has oversight over these duties for postdoctoral scholars, primarily handled by the Student Services administrative associate. In addition, the SSO coordinates the admissions process for the Microbiology & Immunology graduate program. This position administers M&I courses, including entry into the Bulletin, room scheduling, and course set up. The SSO serves as the liaison with several campus offices, including the Office of Postdoctoral Affairs and the Office of the Vice Provost for Graduate Education, and provides information on campus community resources and funding opportunities to students. The SSO co-supervises an administrative associate that assists with the department’s student services program.

The position will be based on the Stanford campus with a hybrid work arrangement (working on-site 3x days/week and working from home 2x days/week). Arrangements are subject to change due to operational needs.


Duties include*:

  • Administer an area or program in student services, evaluate and recommend decisions on program eligibility. Review decisions recommended by other staff.
  • Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues. May be tasked with evaluating and recommending program improvements.
  • Resolve multi-dimensional matters in response to students in crisis, at risk, or who have other program issues, counsel students and parents on sensitive and confidential issues.
  • Provide guidance and counsel, oversee and develop a wide range of programs and services, analyze effectiveness and make recommendations for future programs.
  • Reconcile complex issues; analyze diverse transactions from multiple sources.
  • Summarize data from multiple sources, prepare management reports and presentations.
  • Identify and evaluate data needs, manage the implementation and development of technology.
  • Develop and Implement plans for outreach efforts, develop and maintain external community and university liaison represent department and university at meetings and events.
  • Provide advice to students on a range of issues, including, but not limited to, academic progress, academic program policies, career plans, accessibility, community standards, etc., in order to assist them in making appropriate choices and decisions. May have to escalate issues to a senior advisor.
  • Apprise students of research, fellowship and scholarship opportunities, make recommendations and may award grants.
  • Serve as a subject matter expert to students and other departments; represent unit/department.
  • May lead, create and contribute to development of business practices and organizational change to improve processes and workflow.
  • May oversee, analyze and assist in financial processes and development of budgets.
  • Serve as a key member of project teams.
  • May train and supervise other staff, volunteers, student and temporary workers.
  • – Other duties may also be assigned



  • Experience administering programs for graduate students and postdoctoral scholars.
  • Experience with NIH training grant pre- and post-award administration.


Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.



  • Strong communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and management.
  • Strong time management skills and ability to multi-task.
  • Advanced analysis and problem-solving skills.
  • Advanced computer skills, including experience with Microsoft Office Suite.
  • Advanced customer service skills.
  • Relevant computer systems/technology experience.
  • Understanding of financial transactions.
  • Ability to ensure and apply compliance with legal, financial, and university policies and external regulations.



  • 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 his or her job.


May work extended hours, evenings and weekends.


  • 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,


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