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Academic Records Officer

  • 20 Aug 2021 2:53 PM
    Message # 10944795

    Academic Records Officer

    Student Services Officer 1

    Job Code:  7501

    Job Grade:  F

    FTE: 100%, Exempt


    Stanford’s Online High School is an accredited, diploma-offering, highly selective independent high school, offering courses for grades 7-12.  The mission of Stanford Online High School (OHS) is to create a worldwide learning community of diverse, intellectually passionate students and teachers. Through vibrant seminars, the rigorous curriculum challenges students to reason analytically, think creatively, and argue critically. Beyond the classroom, collaborative extracurricular activities cultivate lasting relationships among students and teachers. The school’s supportive environment fosters independence, strength of character, and a lifelong pursuit of knowledge.

    Stanford Online High School is also the new home of Stanford Pre-Collegiate Studies (SPCS), which provides a diverse array of academic enrichment programs that take place mostly in the summer but also throughout the academic year. Held, primarily online, SPCS programs serve intellectually curious pre-college students from around the world. 

    OHS is seeking a motivated, collaborative Academic Records Officer to provide both strong internal operational support as well as high-quality student support to external school families. Working closely with a small team and reporting to the Academic Records Manager, you will perform a broad range of administrative duties, and be responsible for making recommendations and resolving first level decisions on issues regarding tuition, financial aid, and registrar services, using defined policies and practices and professional knowledge. The Academic Records Officer will provide guidance to students, program participants, and parents on a range of issues to guide them in making appropriate enrollment decisions.

    **Please note that the Stanford Online High School and Stanford Pre-Collegiate Studies offices are located at the Stanford Redwood City Campus, however currently, all staff are required to temporarily work from home, due to the county health & safety restrictions.**

    Your responsibilities include: 

    • Manage software and web-based platforms to collect, input, and analyze participant data, including PowerSchool, Slate, FACTS, Flywire, and other systems.
    • Develop recommendations and collaborate with staff, faculty and other offices to resolve programmatic issues within the school and across functional units. The Academic Records Officer will analyze gathered data and may make recommendations on participant medical needs and financial aid eligibility.
    • Oversee, review and administer participant records by analyzing data, counseling participants and providing recommendations that require interpretation and influence decisions. Make exceptions on issues of eligibility, course enrollment and program requirements.   
    • Collect and analyze data from multiple sources such as Qualtrics, Google Forms, and registration databases including participant feedback, surveys, trend reports, and data analytics. Prepare and summarize reports and make recommendations to enhance offerings, such as programs and courses and to influence current processes and policies. 
    • Develop, analyze, influence and review policies, processes and programs by incorporating feedback and trend data learned from first-line interactions with participants. Advise manager and team on policy updates and provide recommendations for implementation of changes.
    • Identify trends, perform needs analysis, and participate in the implementation and testing of new technology that support the operational needs of the school. This role will work closely with the operations, finance, and IT teams to identify deficiencies and make recommendations to improve systems and processes associated with participant enrollment and registration. Ensure any improvements or new systems provide detailed reporting to allow for financial reconciliation to be performed.
    •  Provide high-quality customer service support via email/ticketing system, particularly during high volume seasons.
    • May provide support with regard to the administration of financial processes such as financial reimbursements, data entry, reviewing terms and conditions regarding contracts, understanding vendor requirements, and following up and resolving issues.
    • May train and supervise other staff, including student and contingent workers.
    • Other duties as assigned.


    To be successful in this position, you will bring: 

    • Bachelor’s degree and two years of relevant experience, or combination of education and relevant experience.
    • Strong written and verbal communication skills.
    • Strong computer skills, including experience with Microsoft Office Suite, Google Suite, and Student Information Systems.
    • Strong analysis and problem solving skills.
    • Excellent organizational skills and attention to detail.
    • Customer service skills.
    • Understanding of financial transactions.
    • Ability to learn and understand compliance with legal, financial, and university policies and external regulations.

    In addition, preferred requirements include: 

    • 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, http://adminguide.stanford.edu

    Physical Requirements:

    • 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.


    Why Stanford is for You

    Imagine a world with limitless connections and access to knowledge. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

    • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. 
    • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
    • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
    • Discovery and fun. Stroll through historic sculptures, trails, and museums. 
    • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!


    How to Apply

    We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. 

    *Note: The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

    *Visa sponsorship is not available for this position.  All candidates must be eligible to work in the U.S.

    *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.

    *Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

    ** This position is based in Redwood City, CA. Due to the COVID-19 pandemic employees are currently on a temporary work from home status.  This position will be required to work on campus, at a later date.

Cal-ISBOA is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CP® or SHRM-SCP®. For more information about certification or recertification, please visit shrmcertification.org

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