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Student Services Officer
Stanford University in Stanford, California
Date Posted 04/02/2022
Admin-Student Affairs and Services
Employment Type
Application Deadline Open until filled

The Department of Comparative Medicine in the School of Medicine at Stanford University is seeking a high-caliber, motivated, and organized candidate to fulfill the influential role of Student Services Officer 1 (SSO). Comparative Medicine is a distinct discipline of medicine that uses animal models of human and animal disease in translational and biomedical research. Our mission is to advance human and animal health through outstanding research, veterinary care, and training. The SSO will be responsible for making recommendations and resolving first-level decisions on issues regarding admission, financial aid, housing, registrar services, visa services, student life, advising, career counseling, and academic services using defined policies and practices and professional knowledge. This position will provide advice to students on a range of issues to guide them in making appropriate choices and decisions. The SSO will work with a diverse range of trainees -- undergraduates, graduate students enrolled in the Department's Master of Laboratory Animal Science (MLAS) degree program, Laboratory Animal Medicine (LAM) Residents, postdoctoral scholars doing research in our labs, visiting student researchers, interns, and externs. The SSO 1 will work closely with faculty to provide academic excellence for our trainees and be involved in outreach opportunities.

The SSO is the main point of contact for prospective and current graduate students and postdoctoral scholars/LAM residents and their respective mentors. The SSO coordinates the admissions process for the MLAS graduate program and participates in the development of new academic programs. This position also administers Comparative Medicine undergraduate and graduate courses, including entry into the course catalog, room scheduling, and course setup. The SSO is responsible for all administrative and financial management for the graduate and postdoctoral programs, as well as onboarding for all trainees. The SSO 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, makes arrangements for visiting students, and administers funding for all students in the Department. The SSO manages all aspects of graduate student and postdoc appointments, including reappointments, terminations, department transfers, H-1B and J-1 visas, and leaves of absence. The SSO serves as the liaison with several campus offices, including but not limited to the Registrar's Office, the Office of Postdoctoral Affairs, and the Office of the Vice Provost for Graduate Education, and shares relevant information with the Department.

Duties include:

  • Oversee, review and administer student records by analyzing data, counseling students and providing recommendations that require interpretation and influence decisions. Make exceptions on issues of eligibility, course enrollment and program requirements.
  • Develop recommendations and collaborate with staff, faculty and other offices to resolve programmatic issues within the school and across functional units, (such as strategizing to ensure optimal enrollment).
  • 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., to guide them in making appropriate choices and decisions. 
  • Apprise students of research, fellowship and scholarship opportunities. Participate in related student recruitment and selection.
  • Provide first line response to identify students in crisis and refer to appropriate resources, as needed.
  • Collect and analyze data from multiple sources including student 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 students. Advise manager and team on policy updates and provide recommendation for implementation of changes.
  • Identify trends, perform needs analysis, and participate in the implementation and testing of new technology.
  • May develop marketing materials and strategies for program activities and outreach functions. Assist in planning and developing webinars, education fairs and other external functions.
  • May provide oversight with 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, volunteers, student and temporary workers.

* - Other duties may also be assigned.

Stanford University is one of the world's most renowned universities, and the Department of Comparative Medicine is a welcoming and vibrant department that is at the dynamic crossroads of bench-to-bedside medicine. We strive for diversity and practice the ideals of justice, equity, and inclusion in all that we do.


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


  • Strong written and verbal communication skills.
  • Basic computer skills, including experience with Microsoft Office Suite.
  • Basic analysis and problem solving skills.
  • Customer service skills.
  • Relevant computer systems/technology experience. 
  • Understanding of financial transactions.
  • Ability to learn 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.


  • 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 .

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy  

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