From Stanford University's posting. “We” and “our” refer to the employer.
Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.
Budgeted Hourly Range:
$34.08 - $39.14
This is a two year fixed term position
Working independently under general supervision of the Assistant Director of Operations, this position has multi-faceted responsibilities providing direct service to international students, international scholars, Stanford departments, and community visitors at the Bechtel front office.
As the first point of contact for new and current international students and scholars, this position provides triage advising and operates in a fast-paced environment as part of a dynamic team, supporting the key strategic goals of the Bechtel International Center in creating a supportive environment and building a sense of belonging and community.
In addition, the position supports the overall operations of the center by coordinating physical space, overseeing day-to-day building management and maintenance, and ensuring a welcoming, functional environment for all visitors.
Duties include:
Provide triage advising for the international population and support with administering international student records.
Serve as the primary point of contact at the front desk and via email, providing triage advising for international students and scholars.
Serve as Designated School Official (DSO)
Share resources and guidelines and support the Bechtel team with official immigration documents for students and scholars ensuring compliance with federal, state, and university regulations.
Approve student requests for support letters (e.g., for the Department of Motor Vehicles and the Social Security Administration) by determining eligibility based on U.S. immigration requirements.
Support program leads with Student, Scholar, and Spouse programming, communications, and outreach
Support the coordination, planning, and delivery of programs, events, classes and orientation workshops for international students and scholars on topics related to cultural adjustment, immigration, and academic success.
Assist in updating and maintaining program materials, including informational guides and resources, website content, and social media communications, to ensure accurate and timely information is available to students and scholars.
Create and design marketing and promotional materials (e.g., posters, emails, webinars) alerting students, scholars, staff, and community members to changes in services, policies, and programming.
Connect students and scholars with Bechtel CCIS (Community Committee for International Students) and Stanford resources to assist with career development, cultural adjustment, and settling into the university and local community.
Analyze data, detect trends, and contribute to policy and technology improvements.
Collect and analyze data from multiple sources (including student feedback, front-desk walk-in traffic, emails, and Bechtel Connect portal requests) to perform needs analysis and detect seasonal trends.
Prepare and summarize reports (such as front-desk interaction statistics for Bechtel’s annual report) and provide recommendations to enhance programs, services, policies, and procedures.
Audit immigration database systems (such as Terra Dotta, Trilby, Homebase, Bechtel Connect, and SEVIS) for discrepancies in student data and request form functionality; submit help tickets and collaborate on technical analysis, troubleshooting, and testing of new technology.
Analyze, suggest, and implement content updates to the website and advising presentations based on changing U.S. immigration rules, office procedures, and student feedback.
Provide facilities management and financial operational support.
Coordinate day-to-day building operations and facilities maintenance for the Bechtel International Center, including submitting, tracking, and following up on repair work orders.
Manage inventory and procurement of office, front desk, and event supplies to ensure the center remains fully operational and stocked for daily use and programming.
Support financial administration workflows, including processing reimbursements, entering financial data, reviewing basic vendor contracts/terms, and proactively resolving billing or transaction issues.
Process departmental purchases and expense reports in strict accordance with university financial policies and guidelines.
Liaise with partners, support crisis response, and train staff.
Liaise with campus departments and external partners to resolve student and scholar issues and facilitate their transition and integration into the university.
Provide a first-line response to identify students in crisis at the front desk or via email; assess immediate needs and refer students to the appropriate advisor or university resource.
Partner and collaborate closely with Stanford departments—including Custodial Services, LBRE (Land, Buildings & Real Estate), and Zone Administration—to coordinate building repairs, manage maintenance projects, and ensure facilities are safely and professionally maintained.
Train and cross-train new staff, volunteers, student assistants, and temporary workers as necessary to ensure seamless front-desk and backup coverage.
Preferred Qualifications
Bachelor's degree and two years of related experience
Experience working in international education or with global one year or more of experience as Designated School Official (DSO)
Responsibilities
Core Duties: Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.
Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Minimum Education and
Experience
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities: Proficient computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.
About this listing
LAYIQ is an independent job-discovery service. This listing does not imply a partnership with or endorsement by the employer. Review the original posting for current details and availability.
