Academic Programs Assistant

Monday, June 9 - Tuesday August 19, 2025

4 positions/20-25 hours per week

Summer Session

Stanford Summer Session provides high-achieving and intellectually engaged students with a transformative educational experience at a world-class university. By combining challenging academics with a rich array of extra-curricular programming, Stanford Summer Session successfully shares the University’s culture of innovation, academic excellence, and global responsibility. Summer Session partners with 40 departments within the schools of Humanities and Sciences, Earth Sciences, and Engineering to offer over 100 courses and develops access and enrichment programs for special student populations, as well as program-wide activities and academic support.

Job Overview

Stanford Summer Session is seeking a team of four Academic Programs Assistants. They should be able to take initiative, work collaboratively, and show creativity in creating engaging programs for commuter students. This position requires ability to set up event spaces, interpersonal skills, and a commitment to fostering a sense of community among diverse student populations.

Academic Programs Assistants will have the opportunity to build their network and develop professional skills that can apply to a range of careers in higher education, program development, and project management. This position will be supervised by the Summer Session Program Coordinator and work closely with the Summer Session Academic Programs team.

The Academic Programs Assistants will be responsible for helping manage Summer faculty speaker events, service projects, site visits to campus labs and research centers, and hands-on activities with campus partners.

The Academic Programs Assistants will engage directly with Summer Session students, especially the commuter population, by creating opportunities for them to engage as a cohort and build a sense of belonging to the Stanford community. This position will also oversee event promotion and outreach, and assist with space preparation, set up and check-in.

Essential Functions and Timeline

Training: Monday, June 9 - Friday, June 20, 2025

Asynchronous Training/Onboarding: Monday, June 9 – Friday, June 13, 2025
In-person training at Stanford Redwood City: Wednesday, June 11, 2025
Welcome Weekend Preparation on Main Campus: Monday, June 16 - Friday, June 20, 2025

Welcome Weekend Event: Saturday, June 21 and Sunday, June 22, 2025

The Academic Programs Assistants will participate in the Summer Session welcome event, helping with check-in and orientation events for summer students.
This is a mandatory event.

Event Management: throughout summer quarter, Monday, June 23 - Sunday, August 17, 2025

The Academic Programs Assistants will assist with event promotion and outreach, logistics, and student registration.
The Academic Programs Assistants will assist with larger scale program-wide Headline Events, such as the Scavenger Hunt, Summer Speaker events, and Day of Service.
Duties include set up, check-in and breakdown of events.
Academic Programs Assistants will also assist with a set of smaller workshops, tours, and activities (20-30 students at each event).
Academic Programs Assistants may also conduct tiny mic style interviews at events.

Commuter Cohort Engagement: throughout summer quarter

The Academic Programs Assistants will help coordinate events aimed specifically at commuter students.
While there are some pre-planned events, this role will be responsible for creating other opportunities for commuter students to engage, allowing for a bit of creativity!
Academic Programs Assistants will engage with the greater Summer Session community, serving as a bridge connecting students to each other.

Outreach: throughout summer quarter

The Academic Programs Assistants will participate in event promotion and student recruitment.
Outreach through email, chat messaging apps and other methods of communication are used.

Post Summer Organization and Assessment: August 18 - 19, 2025

The Academic Programs Assistants will help clean up and organize program supplies and storage space post summer.
This time will include feedback and a debrief of summer quarter.

Driving Responsibilities

Academic Program Assistants may drive golf carts to support Stanford summer operations for the following reasons: move supplies between buildings on Stanford’s large campus, assisting with Stanford Summer Session campus wide events, Welcome Weekend tasks.

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.

Supervision and Professional Development

The Academic Programs Assistants will meet weekly with their supervisor and the Academic Programs team to reflect on their experience and identify resources and strategies that support their career development. The Academic Programs Assistants will have the chance to learn about and work with the different functional teams within Summer Session (Academic Programs, Residential Experience, Student Services, Marketing and Communications, Finance), and to collaborate and network with many partner units on campus, including the Haas Center for Public Service, Undergraduate Research, the d.School, Stanford Arts, and Stanford Research Park.

Possible professional development topics to explore in supervisor and team meetings include:

Defining transferable skills
Informational interviewing
Researching non-faculty career paths
Networking with colleagues on campus

Stanford Summer Employment Information

Potential Work Restrictions: Graduate Students with an assistantship have work restrictions that prevent them from working additional hours at Stanford. Graduate students are expected to coordinate the number of hours of employment with their academic obligations, including course load, number of registered units, and the academic expectations of their program. Additionally, they are expected to coordinate hourly employment with the other forms of financial support that they are receiving. If applying for this position please inquire with your home department first to ensure you are allowed to apply for additional work on campus.

Background Check: The Academic Programs Assistants must successfully complete a LiveScan background check before beginning the position. If the Academic Programs Assistant is a recent grad, a HireRight background check will also be required. The background check will be initiated once an offer is extended and accepted. Employment is contingent on successfully passing a background check.

Mandated Reporter: California law requires certain individuals at Stanford to report known or reasonably suspected child abuse or neglect to the authorities. These individuals are known under the law as "Mandated Reporters." The Academic Programs Assistants position is in this category. Mandated Reporter Information.

Certificates and License Required: Must possess and maintain a valid non-commercial Driver’s License.

Physical Requirements: Ability to drive day and night. Must be able to lift and carry items weighing up to 10 pounds. Must be able to set up event equipment and arrange chairs as needed for events.

Work Standards: When conducting university business, comply with the California Vehicle Code and Stanford University driving requirements.

Ideal Candidate

Current Stanford graduate students
Coterms are eligible to apply if they are on the graduate side of their coterm and qualify to live in graduate housing.
The ideal candidate is a proactive, energetic, and detail-oriented Stanford graduate student or recent graduate with a passion for event management, student engagement, and professional development.
Candidates should be excited to work with diverse student communities, develop programming and events, and to use this opportunity to enhance their professional skills.
Candidates should be self-starters, creative, motivated, attentive, and energetic.
Candidates should be available to dedicate themselves to this position for the entirety of the assignment.

Compensation and Hours

Compensation for this position is $30/hour. This job is tasked at approximately 20-25 hours per week. The number of hours worked per week may exceed this amount as necessary. Please note that these are estimates only and you are not guaranteed a particular number of hours per week. As a non-exempt employee, you are subject to overtime pursuant to state and federal wage and hour laws. Hourly pay is taxable income.

Additionally, a housing stipend, paid through GFS, may be provided for students living on campus, specifically for graduate (EVGR-A) housing. This benefit does not include tuition assistance, house dues, meal plans, or any other fees associated with the students bill. The housing benefit is taxable.

This position will start on June 9, to allow time for training and onboarding, and run through the summer quarter. The Academic Programs Assistants will attend one in person training at Stanford Redwood City, and will need to be present on Stanford Main Campus for day, evening, or weekend events, including the Summer Session Welcome Weekend on Saturday, June 21 and Sunday, June 22.

California is an at-will employer. Academic Programs Assistants who are suspended and/or terminated prior to the assignment end date will be no longer eligible for the compensation of the position, including housing (if applicable), effective immediately.

Application Process

To apply, fill out our online application. You will upload a copy of your resume/CV. Cover letter is optional.

Applications received by March 7, 2025 will receive priority consideration.

APPLY NOW!

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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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