Orientation Coordinator Application
During the Approaching Stanford process through New Student Orientation, Undergraduate Advising and Research (UAR) strives to acclimate each entering freshman and transfer class to life at Stanford by introducing them to the University's diverse educational opportunities and resources; acquainting them with other students and University staff; helping them feel at home in their residential community; and creating for them a sense of place in Stanford's history as contributing members. UAR also establishes the relationship between parents and the University by introducing them to Stanford culture and resources, providing opportunities to interact with other parents, and offering support as their students enter college. To achieve this, UAR relies heavily on recruiting a productive and dedicated team of Orientation Coordinators (OCs) to support the myriad events, projects, and tasks that go into welcoming new students to Stanford.
6 positions available. Undergraduate Advising and Research values diversity and actively seeks talented applicants from diverse backgrounds.
Learn more by speaking with staff and former OCs at an upcoming information session:
Tuesday, January 26, 4 - 5 p.m, Sweet Hall 118
Wednesday, January 27, 12 - 1 p.m., Sweet Hall 118
Overview of the Application Process
A complete application consists of the following components:
- Basic information (contact information, academic information, experience, technical skills, etc.)
- Orientation Coordinator position preferences
- Short essay responses
- Recommendation - Your recommender should be an employer or advisor who has supervised you in a work or volunteer experience or a student activity (preferably from Stanford). Please ask your recommender to complete this OC Recommendation Form no later than 9:00 a.m. on Thursday, February 11, 2016.
Invitations for individual interviews will be sent by Friday, February 12. First-round interviews will take place February 16 - 19, and second-round group interviews will occur February 22 - 26. You will be contacted via email with further information about the interview timeline.
About the Position
Orientation Coordinators (OCs) will help coordinate the Approaching Stanford process and New Student Orientation. This position is structured to be a formal work experience for continuing upperclass students, though all undergraduate students and coterm students are welcome to apply. OCs will gain professional skills and experience, including project management, effective communication and writing, collaboration, knowledge of University policies and procedures, teamwork, and mentorship. Communication with faculty, administrators, departments, services, new students, and parents is an integral aspect of this position.
OCs will be assigned specific roles and responsibilities within the following areas. Please mark your preferences on your application.
- Coordinate scheduling, equipment, and logistics for academic programs (e.g., academic planning and Engaging With Faculty sessions)
- Assist with language placement exam scheduling
- Support Pre-Major Advisor programming and training
- Communicate with and answer questions from incoming students using phone, email, and social media
- Coordinate publications and communications, including the Approaching Stanford Handbook, hard copy and electronic mailings, weekly newsletters, and web/blog content
- Track and process Approaching Stanford forms and data for incoming students, including photos, housing preferences, and assignments
- Coordinate event planning for the 10 community programs that host NSO events (e.g., AANSOC, BROC, CLOC, First Gen, ISOC, LGBT-CRC, NAOC, Religious Life, Transfers, and WCC)
- Train Community Coordinators (CC) and oversee Community Orientation Volunteer (COV) selection
- Monitor community program budgets and expenses
- Design the printed Stanford Frosh Lookbook, name tags, NSO t-shirts, and other print publications
- Requires knowledge of InDesign, Adobe Photoshop, Adobe Illustrator, and other design software
- Maintain master NSO event database and various planning spreadsheets
- Oversee event/directional signage printing, distribution, and deployment
- Manage vendors and supply orders (e.g., Costco, security, golf carts)
- Assist with venue reservations, map design, and facilities/event services work orders
NSO Event Planning
- Coordinate major NSO events such as Convocation, Parent Dinner, President’s Reception, New Student Party, academic panels, and all Memorial Auditorium events (e.g., Discover Stanford)
- Manage rehearsal scheduling for The Real World: Stanford and all performing groups involved in Faces of Community
- Communicate regularly with University staff who oversee these major events to coordinate key event details (timeline, invitations, programs, signage, flag bearers, etc.)
Orientation Volunteer Management
- Recruit, select, schedule, train, and manage approximately 100 Orientation Volunteers (OVs)
- Directly oversee team of 10-12 Head Orientation Volunteers (HOVs)
- Design and lead weekend-long training sessions and activities for all NSO volunteers
- Produce high-quality informational videos on topics such as Three Books, academic advising, preparing for Stanford, and a preview video of NSO
- Requires knowledge of video-editing techniques, filming, hardware, and software (preferably Final Cut Pro)
What commitment is an OC expected to make?
OCs are expected to:
- Attend a full-day team retreat on Saturday, April 2, and be on-campus for the duration of their employment (spring quarter through NSO/September 25)
- Work 5 - 8 hours a week during spring quarter on Approaching Stanford, NSO preliminary planning, and Orientation Volunteer recruitment
- Work full time beginning on Monday, June 20, through New Student Orientation, with significant additional hours necessary the week before and during NSO
- Work as needed after NSO through October to wrap-up and submit final reports of their work (approximately 30 hours of work).
UAR student staff members cannot hold a residence staff position (e.g., RA, RCC, PHE, Row Manager, etc.) for 2016-17 or enroll in any programs that occur before the start of the academic year in September 2016. We have found that students involved in these programs do not have the time needed to commit to UAR staff responsibilities.
Compensation for the spring, summer, and autumn work periods is approximately $9,000. OCs are encouraged to live on campus for the summer and should submit an application for on-campus summer housing if they decide to do so. UAR does not directly pay for OCs' summer housing or meal plans, but total compensation is structured to incorporate the cost of living on campus for the summer. OCs may take three vacation days during the summer in addition to the University holidays.
What qualities are we looking for in an OC?
- Fondness for the new student experience and a desire to give back to Stanford
- Excellent organizational, problem-solving, and time management skills
- Strong oral and written communication skills
- Ability to work independently and as a member of a team
- Ability to juggle multiple tasks with strict deadlines
- An understanding and appreciation of both the small details and "the big picture" in any given project
- A willingness to support the team in all ways needed, including doing a fair amount of "grunt" work
- Resourcefulness, flexibility, enthusiasm, a positive attitude, and a sense of humor
- Ability to deal effectively with different and diverse groups of people, including students, parents, faculty, staff, and alumni
- Knowledge of MS Word, Access, and Excel; Adobe Illustrator, Photoshop, and InDesign; and/or the willingness and ability to learn new software programs
- Previous leadership experience working with new students and/or major Stanford events preferred
If you have questions about the Orientation Coordinator positions or the application process, please contact Anna Stone, Assistant Director of New Student Programs in UAR, at firstname.lastname@example.org.