Assistant Director Student Employment and Operations

PRIMARY PURPOSE :

The Assistant Director for Student Employment & Operations is responsible for designing and delivering an on-campus student employment program that prepares Otis College students for the world of work.

This person will act as the lead counselor for advising hiring managers and students regarding on-campus employment policies and procedures and related matters such as how to apply Federal Work Study (FWS) awards to on-campus or approved community service employment or obtain a SSN.

This position is the primary position who works closely with faculty, chairs, staff, and students to increase access to on-campus student employment information, preparing students for successful experiential learning opportunities within the college while ensuring that students can present their best professional selves at on-campus job fairs and recruitment events.

Moreover, this position indirectly oversees the strategy and management of the office’s on-campus student employees including budget allocation and management as well as overall onboarding of the student staff being hired across campus.

In addition, this position leads the strategy, design, implementation, and collection of departmental, divisional, and college wide student employment data.

This position involves heavy data entry and interaction with students, staff, and faculty.

CORE DUTIES and RESPONSIBILITIES :

Office Operations Responsibilities :

• Serves as initial contact for Career Services, managing and responding to general email and phone inquiries, and routing to other staff as necessary.
• Serves as the initial contact for student payroll and employment questions. Conducts research to provide appropriate information as needed.

Interfaces with a variety of administrative and academic departments to resolve student payroll and employment issues.

Assists with planning, coordination, and hosting of departmental special events. May help negotiate with vendors and / or internal departments for site arrangements, general facilities work, catering, guest accommodations, parking, etc.

Plans and conducts the production and / or distribution of promotional materials. Attends events to oversee assigned activities and ensure details are handled as planned.

Orders and keeps inventory of department office supplies.

Training and Planning Responsibilities :

• Lead strategist / designer for student employee workforce planning, developing innovative programming by identifying gaps or needs in student employment education or processes and counseling throughout the Otis community.
• Works closely with the Career Services team, academic departments, Payroll, Student Financial Services (SFS), and Business Office to ensure that student employment policies and procedures are meeting the needs of campus partners.
• Develops and leads mandatory student orientation training to disseminate important information for first-time employees.
• Develops and leads regular training sessions and workshops for student employees, hiring managers, and other staff / faculty, identifying training needs for business units and individual coaching needs related to student employment.
• Manages communication of information to student employees and hiring managers .
• Supports the Assistant Director of Career Education in supervising student employees in the department to design and publish information material for the department, manage front office responsibilities, and file and organize important office documents and supplies.

Onboarding :

• Manages and enforces updated processes to ensure timely onboarding of student employees.
• Manages process to review and input payroll hiring documents (W4) into a centralized student information database (Banner).

Ensures paperwork complies with federal and state regulations (I9s) including for international students (SSN and I-20).

Ensures accuracy of student data entered by managing and maintaining policies and procedures. - Works closely with Payroll to ensure that students are paid accurately and in a timely manner.

Confirms that student records are set up correctly in an automated timekeeping system. Reviews student payroll records using manual or automated systems to verify accuracy of records and correct pay.

• Manages the processing of new Student Employment Work Agreements (SEWAs) as positions on campus are filled, the re-processing of SEWAs each semester for continuing student employees, implementing process changes to any part of the SEWA (including pay rate changes, job codes, budget codes), processing of taxable student awards, and advising and counseling of hiring managers and student employees to ensure data is correctly input and each workflow is completed in a timely manner to maintain compliant processing of over 800 SEWAs annually.
• Manages, adjusts, and implements updated payroll policies related to fair wage and compensation, ensuring compliance with local minimum wage guidelines and pay equity, as well as correct forms of payment for student employees.
• Manages the processing of Academic Awards for students.

International Student Management :

• Manages on-campus employment for international students and continuously investigates best practices while working closely with the Principal Designated School Official (PDSO) to ensure international students have the appropriate paperwork to engage in student employment.
• Advises and counsels international students on when it is necessary to meet with the PDSO in One Stop to process CPT and OPT paperwork.

Federal Work Study Management :

• Works closely with Student Financial Services (SFS) to monitor students’ FWS eligibility.
• Manages communication about FWS funds and related information to students, hiring managers, and senior leadership.
• Manages the processing of chargebacks and updating of job and budget codes for each student once FWS awards have been exhausted.
• Collaborates with Financial Services and Payroll, providing timely updates and completing bimonthly reports.

General Student Employment :

Designs and enforces general policy and procedure questions regarding student employment (i.e., employment requirements, academic status requirements, job related requirements, etc.

Informs students in a timely manner of job statuses (open or filled) on Handshake, the Otis College Job Board. - Advises and counsels hiring managers on full cycle recruiting of student employees.

Develops student job descriptions, posts positions on Handshake, the Otis College Job Board, deactivates positions as filled, and on-boards hired students by training on timesheet and payroll process, clocking in and out on TimeClock Plus (TCP).

Manages and maintains student files and records which may contain confidential information, as well as reconciliation and / or quality control of records.

For example, Social Security Cards, I20s, I94s, and other sensitive documents.

• Lead strategist for investigating new student employment programming as it relates to software, on-campus partnerships, and best practices in the community.
• Experienced in facilitating, reviewing, and implementing student employment assessments and assisting hiring managers in executing assessments for their student employees.
• Leads the recruitment and supervision of part-time and / or fixed-term assistance for the student employment program.
• In the absence of the Executive Director, represents and fulfills select ED duties related to student employment as needed.

Employee Relations :

• First point of contact, for both student and hiring manager, regarding student employee relation issues, advises and counsels on conflict, student employee workers’ compensation, and collaborates with Human Resources staff as appropriate.
• Manages processing of student employee terminations as needed.
• Manages inquiries for employment verification of student employees.

Data Analysis :

• Lead strategist / designer of all student employment assessment collection tools, methods, facilitation, management of surveys, analysis of assessment findings, creation of visual representations of data while assisting heavily in reporting and presentation of findings to Senior Team, academic leaders and chairs, and the Division of Student Affairs and Campus Diversity & Inclusion.
• Leads development of data collection for special projects, studies, or reports as needed. Manages and maintains departmental statistics (i.

e., placement activity statistics, total student work hours) and prepares reports.

REQUIRED SKILLS and EDUCATION :

• Bachelor’s degree or combination of experience / education as substitute for minimum education requirement.
• Minimum of 3 years of relevant experience in Student Employment, Human Resources, or Payroll is required with a proven record of progressively more responsible roles.
• Must have knowledge of federal and state regulations related to employment. - Must be fluent in Banner, comfortable creating reports and using Banner screens to manage payroll, financial, and student information systems.
• Must have excellent verbal and written communication skills. - Must have strong public speaking and presentation skills and be comfortable training students and hiring managers.
• Must be highly organized, detail-oriented, and able to meet strict deadlines. - Must be able to work independently with minimal supervision.
• Must be highly customer service oriented and be able to promote a friendly and helpful environment. - Strong computer skills required;

working knowledge of Microsoft Word, Excel, Access, PowerPoint required.

PREFERRED SKILLS and EXPERIENCE :

• A Master’s degree in Human Resources Management or a related field or equivalent work experience. - Prior experience in Student Employment, Human Resources, or Payroll within a college environment is highly desired.
17 days ago