Job Abstract

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.

Department/Program Description: Stanford's Physics Department is a teaching and research department in the School of Humanities and Sciences. For undergraduates, we offer Physics majors and minors with a variety of pathways. For graduate students, we offer a Physics Ph.D. program. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members. The department works closely with affiliated independent labs, including GLAM, KIPAC, Ginzton Lab, SLAC, and the Applied Physics Department. Website: https://physics.stanford.edu/

Position Summary: The Department of Physics is seeking an Associate Director of Student & Academic Services to manage and oversee the graduate and undergraduate Physics programs. In addition, this position will help to support department postdoctoral fellows and visiting student researchers (VSRs). This position monitors degree progress and students on department funding and university policies and procedures for over 200 PhD students. This position manages the PhD candidacy and oral exams, milestone completion, and degree conferral for all Physics graduate students. Additionally, this position directly oversees the planning, organization, and execution of the three largest departmental events, New Student Orientation, Open house, and Commencement, in conjunction with the Applied Physics Department. This position also oversees and administers graduate financial aid including completing GFS entries for graduate students and postdocs. They are also responsible for overseeing the annual Graduate Aid budgeting process in GFPS and managing graduate aid in collaboration with the DFO. This position is also responsible for the graduate admissions process, working in close collaboration with faculty to matriculate, on average, 30-40 students annually.

As the Associate Director of Student & Academic Services, this position holds a senior management role in the department, and serves as a strategic leader and thought partner, working closely with the DFO, department chair, and other faculty, to ensure seamless execution of student services administration in the department. This position manages a team of dynamic student services professionals and will help to guide their personal and professional growth. They will be responsible for ensuring the student services team’s organizational structure is operating effectively and efficiently.

This position must be able to navigate sensitive and confidential information, and thus it is critical that this position exhibit the abilities to practice 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 business topics, policies and procedures as they relate to student and academic services (e.g. Stanford Graduate Workers Union).

This is a 100% FTE, continuing, exempt 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.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. A cover letter and resume are required for consideration. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

· Plan, organize, and execute the three largest events in the Physics Department (Orientation, Open House, Commencement) in conjunction with the Applied Physics Department

· Manage the Physics PhD degree program including admissions, degree progress, and degree conferral

· 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 and manage 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 guide 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 oversee department selection of fellowship and grant nominees/recipients in conjunction with the Physics Director of Graduate Studies.

· Serve as a subject matter expert to students and other departments; represent unit/department.

· Manage graduate and postdoc funding in GFS, overseeing the entry process to ensure all entries are completed prior to quarterly deadlines.

· Oversee the Physics Student Services annual budget. Develop the departmental Graduate Aid budget in conjunction with the Physics Director of Finance and Operations and Department Chair using the GFPS system

· Direct the work of Physics Student Services staff.

· 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 a project team.

· May train and supervise other staff, volunteers and temporary workers.

* Other duties may also be assigned.