"Student Employment Coordinator"

Posting Details

Position Information

Position Title
Student Employment Coordinator

Position Type
Regular

Job Number
SA68424

Full or Part Time
full-time 40 hours weekly

Fair Labor Standard Act Classification
Non-Exempt

Anticipated Pay Range
$27.75

Pay Range Information
Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary
The Student Employment Coordinator provides a full range of moderate to complex administrative and operational support services to ensure efficient, compliant, and high-quality student employment across Chapman University. Reporting to the Supervisor, Student Employment Program, this role plans, executes, and administers on-campus and off-campus student hiring functions, including managing peak periods with up to 2,400 hires per cycle. The Coordinator assists with hiring managers with end-to-end processes, mentors and coaches students on job readiness and onboarding, and processes high volumes of employment transactions, status changes, and data entry with accuracy and speed.

The incumbent maintains graduate assistantship hiring workflows, administers PeopleAdmin user training and troubleshooting, reviews and approves timecards, and prepares detailed reports to monitor compliance and operational performance. This position requires strong organizational, analytical, and communication skills, as well as proficiency with HR systems and reporting tools. The Student Employment Coordinator thrives in a fast-paced, dynamic environment, exercising initiative, sound judgment, and excellent customer service to support students, hiring managers, and campus partners.

Responsibilities

On-/Off- Campus Student Employment Functions

• Assist with planning, execution, and administration of on-campus student employment at Chapman, including Fall and Summer peak hiring seasons.
• Summer Hiring can range from 500-800 hires over the course of 30 days; Fall Hiring and Re-hiring range from 2000 – 2400 student hires within 90 days. Consequently, this role requires excellent prioritization, organization, speed, multi-tasking, excellent follow-through, and a personal inner drive to set and achieve big goals.
• Support hiring managers by providing reliable, fast, and efficient hiring transactions and end-to-end processes.
• Coordinate with, mentor, and coach student workers with applications, job readiness coaching, and onboarding processes.
• Consult with hiring managers to plan their hiring needs.
• Assist students with applications and job readiness coaching.
• Administrate, monitor, and oversee high volumes of change requests in a timely manner, which entails research, attention to detail, problem-solving, collaboration, and strong verbal and written communication.

Data Entry, Document/Record Digitization, and Maintenance

• Receive, verify, and input student data and documentation pertaining to hiring, termination, employee status changes, and special compensation entry in HR systems
• Assist managers and students with questions related to employment status, timecards, payroll reports, budget questions, changes, error corrections, terminations, etc.
• Verifies various hiring and personnel-related documentation.
• Assist on projects including Database refreshes, audits, retrieving information from Chapman’s imaging system, and Orientation Support.

Maintain Graduate Assistantship Hiring Processes

• Ensure new hire documentation is accurate and processed rapidly.
• Coordinate with Grad Ed for status updates, tracking, and full-cycle communication.
• Review contracts annually with Grad Ed, Provost, Legal, and HR to ensure accuracy and appropriate approvals.
• Manage Google Sheets and assist with generating, updating, analyzing, and distributing reports.

Administrate PeopleAdmin training, user management, effective use, and trouble tickets

• Learn advanced PeopleAdmin functionality to train users, troubleshoot issues, and help create “how-to” guides as needed.
• Help new users access PeopleAdmin with the proper privileges.
• Approve new users, new job requests, candidates selected, and monitor the Hiring Proposal dashboard.
• Create Service Level reports monthly.
• Run mini-training and coaching sessions.
• Help users customize their filters, shortcuts, and dashboards
• Ensure job postings are closed in a timely fashion.

Reporting, Systems, Analysis, Timecard Management, and Correspondence Administration

• Fluency with Excel, Word, Outlook, and PowerPoint, and learn other tools including RiskAware, PeopleSoft, TextRequest, Notion, and other technologies as needed
• Review and approve (student) timecards on a weekly basis. Timecard volumes range from 80 to 100 timecards weekly / bi-weekly. Therefore, attention to detail, analysis, quality review, math, efficiency, and critical thinking are necessary
• Prepare reports, including Federal Work Study overage and hour burn-down.
• Research and report on any variances by extracting data from Panther Analytics and tracking systems (PeopleSoft and PeopleAdmin), and then updating and analyzing information in Excel, Google Sheets. Reports need to be neat, intuitive, and accurate.
• Communicate with hiring managers, payroll, and student workers via Outlook and Teams.
• Assist with updates to Google Sheets and other department databases.

Required Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or a related field is strongly preferred. Prior Human Resources and/or Recruiting experience with 3+ years of relevant experience.
• Highly developed organizational, prioritization, and time management skills to effectively achieve multiple outcomes. Ability to maintain patience, focus, positivity, and perspective in a results-oriented, fast-paced environment. Must have exceptional prioritization, multi-tasking, and follow-through skills.
• Self-driven. Loves to set goals and succeed. Self-actualized – where there is a gap, does not wait to be told what to do. Continuously identifies areas for improvement, identifies options and recommends alternatives.
• Analytical and critical thinking skills, and the ability to organize, analyze, summarize, and effectively tailor and present initiatives to a diverse group of constituents.
• Commitment to diverse and inclusive engagement and an ability to connect with others and cultivate relationships based on mutual trust and respect, collegiality, and kindness.
• Highly collaborative and diplomatic with an ability to use high-level discretion and maintain a high level of confidentiality. Great customer service acumen – enjoys delivering superb service.
• Emotionally intelligent with a demonstrated ability to handle extremely difficult or volatile situations/individuals effectively.
• Political acumen and sensitivity to the differing perspectives and political circumstances within all levels of the Chapman University organization.
• Experience working with process analysis. Knowledge of methodologies associated with the analysis of processes and problems, information flow, and design is preferred.
• Technical tool savviness and a continuous ability and appetite to learn. Assimilate and use new technology easily. Software used in this department includes: PeopleAdmin, PeopleSoft, Campus Solutions, Panther Analytics, DocuSign, RiskAware, TextRequest, Notion, Outlook, Teams, Word, Excel, Zoom, Bookings, and more!

Desired Qualifications

No specific desired qualifications listed.

Special Instructions to Applicants

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Applicant Documents

Required Documents
1. Resume
2. Cover Letter

Optional Documents
None specified.