Position Overview
The Operations Specialist supervises the summer residential experience for the Stanford Pre-Collegiate Studies (SPCS) programs and Stanford Online High School Summer @ Stanford (S@S) programs to ensure a safe, enjoyable experience for all participants. Specifically, the Activities Specialist is responsible for managing the logistics and activities of both the Stanford Pre-Collegiate Studies (SPCS) and the Stanford Online High School (OHS) residential programs.
The Operations Specialist lives on campus and ensures the seamless execution of each program, activity, event, and day. The position oversees all program and activity aspects, from event pre-planning to teardown, and addresses unforeseen challenges with creative problem solving. The Operations Specialist plays a crucial role in developing a positive program experience for all participants. Operations Specialists are visible role models and leaders of the program and provide supervision of participants and support during all program activities.
The Operations Specialists will participate in approximately five days of onboarding prior to the arrival of participants which include, in-person and online training and administrative work.
Operations Specialist Position Responsibilities
Primarily ensure that supplies are well-stocked and distributed throughout the programs.
- Ensure that snacks (accommodating a wide variety of dietary needs and preferences) are purchased and available each day during the snack period
- Verify that food and snacks (catered meals, boxed lunches, dining hall access) are prepared and ready for each day and activity; coordinating with Stanford Dining and outside vendors as needed.
- Track all activities supplies and general supplies (office supplies, COVID-19 supplies, etc.) are well maintained and additional supplies are purchased as required.
- Ensure that all program vehicles and golf carts are clean, well-maintained, have adequate fuel or charge, and are in the appropriate parking spots.
- Verify that all buses and vehicles for field trips are in their designated spots at the correct time to pick up and drop off participants; coordinating with the bus charter company as needed.
- Track all details for weekend trips, coordinating with venues, and making any final adjustments to ensure the success of the trip.
- Complete daily mail runs and distributing letters and packages to the appropriate residence.
General Specialist Position Responsibilities
- Responsible for the safety and supervision of
- up to 105 minors in residence within each session of the Summer Humanities Institute;
- up to 45 within the Stanford University Mathematics Camp, and
- up to 240 within Summer @ Stanford High School and Summer @ Stanford Middle School.
- Preparing the residences and program materials before the program formally begins.
- Providing logistical support during residential staff training, Arrival Days and Departure Days, and other special events.
- Ensuring that all program residence halls receive the necessary stock of educational materials, daily mail to be distributed by Residential Counselors, and other supplies while programs are in session.
- Troubleshooting basic classroom tech issues and supporting hybrid classroom set-ups, collaborating with the OHS Tech team and University Classroom IT as needed
- Being a good steward of program resources, including maintaining well-organized storage spaces and monitoring inventory levels in both the residences and storage rooms, redistributing materials and requesting new supplies from the Assistant Resident Directors as necessary.
- Leading and participating in recreational and social activities such as sports and games, arts and crafts, campus and local excursions, etc.
- Maintaining a strong presence within the program - as a role model demonstrating positive behavior, attending program events, and building relationships with the residential staff and participants.
- Guiding participants in educational initiatives centered around topics such as individual development, wellness, community engagement, and inclusion;
- Attending staff or residence hall meetings as directed to discuss logistics for program-wide events.
- Serving as a backup to the Residential Counselors and Head Counselors for all non-academic residential duties.
- Managing administrative tasks, including but not limited to: check in and check out sheets, purchasing, and event logistics.
- Ensuring that all programs and activities are accessible, inclusive, equitable, and contribute to participant’s sense of belonging and safety. Lead and actively engage in programs to cultivate a sense of belonging and bring participants together.
- Complying with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles, including tracking the real-time usage of all program vans and golf carts.
- Transporting participants and/or other staff to various locations within and outside of the Stanford University campus via program-rented automobile or golf cart.
- Support the well-being of participants by helping them physically navigate campus and off campus locations; complete community walks of multi-story buildings to conduct wellness checks and complete nightly room checks for all participants.
- Ensuring that participants and staff adhere to all applicable policies at all times, including the Administrative Guide Memo, program policies, the SPCS Code of Conduct, and the Protection of Minors policy.
To be successful in this position, you will bring:
- College-level coursework; completion of approximately 30 degree-seeking credits (any subjects) or more.
- Creative and positive attitude, including an enthusiasm for working with high school students.
- Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive tasks with multiple deadlines and frequent interruptions. Including serving on call and responding to crisis situations throughout the day and night (if applicable).
- Ability to act responsibly, build teams, follow and enforce policies, solve problems, make good decisions, and mediate conflict.
- Excellent organizational, interpersonal, and written and verbal communication skills.
- Strong work ethic and acumen for patiently responding to potential crises, including physical and mental health.
- Experience with, and interest in, administrative responsibilities.
- The ability to occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, write by hand, lift/carry/push/pull objects that weigh up to 40 pounds; and rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
- Must possess and maintain a valid U.S. driver’s license.
- Physical Requirements: Ability to drive day and night.
- Work Standards: When conducting University business, must comply with the California Vehicle Code and Stanford University driving requirements.
Additionally, you will preferably bring:
- Summer camp/program experience or experience working with students ages 12-17, preferably with Stanford Online High School, Stanford Pre-Collegiate Studies, or a similar program.
Notes
- 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.
- 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.
- Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S. International students are encouraged to consult with their International Student Office to ensure they have the appropriate Visa to work with another program and/or University before applying.
- All candidates must remain on campus during all work hours.
- All Stanford Pre-Collegiate Studies (SPCS) staff are expected to follow university guidelines as outlined in the Stanford Administrative Guide. Of significant note are the university’s Controlled Substances and Alcohol policy for all Stanford employees as well as the policy for youth-designated buildings. If applicable, adherence to all Stanford student policies and the Fundamental Standard.
- Please note that you will be subject to all health and safety policy requirements for Stanford employees.
Compensation
The compensation for the Activities or Operations Specialist is $23.24 per hour plus housing and meals, valued at over $827.05 per week, free of charge. Hourly pay is taxable income. This is a temporary, non-exempt, full-time residential position averaging 45-50 hours per week for approximately 8.5 weeks. Overtime is subject pursuant to state and federal wage and hour laws.