Activities and Operations Specialists

Position Overview

The Activities and Operations Specialists are responsible for managing the logistics and activities of both the Stanford Pre-Collegiate Studies (SPCS) and the Stanford Online High School (OHS) residential programs.

Activities and Operations Specialists live on campus and ensure the seamless execution of each program, activity, event, and day. They oversee all aspects, from event pre-planning to teardown, and address unforeseen challenges with creative problem solving. These Specialists play a crucial role in developing a positive program experience for all participants. All Specialists are visible role models and leaders of the program and provide supervision of participants and support during all program activities.

The Specialists would benefit from having a three and a half day in person onboarding plan in addition to approximately 5-10 hours of virtual asynchronous work. This plan would cover pre-program meetings, trainings, and necessary administrative work to be completed before the arrival of participants in residence.

Operations Specialist: Primarily ensure that supplies are well-stocked and distributed throughout the programs.

  • Ensuring that snacks (accommodating a wide variety of dietary needs and preferences) are purchased and available each day during the snack period
  • Verifying 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.
  • Tracking all activities supplies and general supplies (office supplies, COVID-19 supplies, etc.) are well maintained and additional supplies are purchased as required.
  • Ensuring that all program vehicles and golf carts are clean, well-maintained, have adequate fuel or charge, and are in the appropriate parking spots.
  • Verifying that all buses and vehicles for field trips are in their designated spots at the correct time to pick participants up and drop them off; coordinating with the bus charter company as needed.
  • Tracking all details for weekend trips, coordinating with venues, and making any final adjustments to ensure the success of the trip.
  • Completing daily mail runs and distributing letters and packages to the appropriate residence.


Activities Specialist: Primarily ensure that daily activity periods and weekend activities are creatively, effectively, and thoroughly planned and executed.

  • Supporting residential staff in the creation and implementation of programs; ensure that programs planned by residential staff do not conflict with one another
  • Set deadlines for program plans and review all program plans to ensure they are appropriate and add value to the residential experience
  • Ensuring that all program activities are accessible and add enrichment to the program
  • Verifying that all activities that require rental spaces and equipment are prepared and ready for each day; coordinating with Event Services, Stanford Catering, and other groups or outside vendors as needed.
  • Tracking all activity supplies (board games, sports equipment, etc.) and procuring additional supplies as needed.
  • Setting up activities for program participants to add enrichment and social opportunities during unstructured time.
  • Communicating proactively with all residential staff, including the ARD for Programs, Head Counselor, and Residential Counselors to ensure that all staff are briefed on activities and their expectations on when to assist or participate in the activities

General Specialist Position Responsibilities

  • Responsible for the safety and supervision of minors in residence; up to 105 within each session of the Summer Humanities Institute, up to 45 within the Stanford University Mathematics Camp, and up to 210 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 RCs, and other supplies while programs are in session.
  • 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 recreational and social activities such as sports and games, arts and crafts, campus and local excursions, etc.
  • Maintaining a strong presence within the program - role modeling 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; leading and participating in recreational and social activities.
  • Attending three floor or house meetings per week and regularly attending program staff meetings.
  • Being a good steward of program resources, including ensuring that all supplies are properly stored and returned at the end of the program, and that the residence is consistently clean and well maintained.
  • 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.
  • Transporting participants and/or other staff to various locations within and outside of the Stanford University campus via program-rented automobile or golf cart.
  • Assuring 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, 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 20 pounds; and rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
  • A valid U.S. driver’s license; and eligibility to drive program rented vans (must be at least 21 years old).

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 be located in the U.S. 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.
  • All employees may be subject to Stanford’s travel policy, if relocating from outside of California and are expected to perform work on-site. Please also note that you will be subject to all COVID-19 requirements for Stanford employees.

Compensation

The compensation for the Activities or Operations Specialist is $22.19 per hour plus housing and meals, valued at approximately $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.

Apply

Complete the application and submit your resume and cover letter.

We will continue to review applications and extend interview invitations on a rolling basis until all positions are filled.

Job type
Residential
Time of Year
Summer
Housing
On Campus
Program
Stanford Summer Humanities Institute
Stanford University Mathematics Camp
Stanford Online High School Summer Program