Student Employment Coordinator

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

ABOUT THE POSITION

To organize and facilitate the hiring and time keeping/ payroll processes for around 2000 Student Employees. To manage Federal Work Study use on L&C campuses and at our Off-Campus Agencies. To create and develop relationships with Student Supervisors at Agencies, on the Undergraduate, Law, and Graduate campus, and with other key administrative support staff. To serve as an expert for student employment policies and procedures.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Support Development of Off-Campus Student Employment Opportunities (50%)

• Create and oversee all off-campus FWS contracts.
  
  
• Communicate effectively with off-campus agencies to develop job opportunities and ensure proper use of FWS funding.
  
  
• Monitor off-campus contracts to ensure compliance.
  
  
• Evaluate effectiveness of off-campus contracts and make recommendations on changes to contracts.
  
  
• Work with Business Offices on all 3 campuses, as needed, to ensure off-campus agencies are properly billed for student earnings.
  
  
• Assist students with work awards in finding employment with off-campus agencies.
  
  
• Assist off-campus agencies in finding eligible student employees.
  
  
• Continue to develop and maintain off-campus job database online.
  
  
• Maintain database of job descriptions for off-campus jobs.
  
  
• Develop and maintain effective working relationships with off-campus student employers.
  
  
• Create, send, and manage off-campus invoices.
  
  

Support On-Campus Student Employment Opportunities (50%)

• Assist on-campus supervisors in finding eligible student employees.
  
  
• Plan annual student employment fair at the start of fall semester to bring together department supervisors in need of student workers and student workers in need of a job.
  
  
• Continue to develop and maintain on-campus job database online.
  
  
• Maintain database of job descriptions of on-campus jobs.
  
  
• Reconcile monthly student payroll reports for accuracy, creating payroll corrections as needed.
  
  
• Prepare necessary reports for annual audits to demonstrate compliance with federal regulations.
  
  
• Distribute regular student earning reports to departments.
  
  
• Monitor earnings by students to ensure students do not exceed FWS or LCWS awards.
  
  
• Monitor expenditures by on-campus departments.
  
  
• Send notices to supervisors and students when students approach their earning limits.
  
  
• Communicate with students and supervisors when students have exhausted their work award.
  
  
• Maintain employment status for students and reconcile work-study overages.
  
  
• Assist with making recommendations and compiling reports for student employment allocations in the budget process, based on past departmental student employment spending and proposed new or revised positions.
  
  
• Develop and maintain effective working relationships with various partners in management of student employment, including but not limited to: Payroll Office, Business Office, Law School Career Services, Law School Business Services, Center for Social Change and Community Involvement, Office of Financial Aid, student employee supervisors, and LC students.
  
  
• Manage all time-sensitive student employment documents, and ensure that all students accurately and timely complete federally mandated employment forms (such as the I-9, W-4, and the institutionally employment documents or electronic equivalents. Follow up with students and supervisors to ensure compliance.
  
  
• Complete onboarding process for all students, which includes creation of position ID#, assigning student to correct position#, enter wage rates, etc. Troubleshoot pay and time recording issues for students and supervisors. Perform data entry in Workday and Colleague for all student employment functions.
  
  
• In cooperation with the Associate Director, develop and provide training for student employee supervisors on proper hiring, employment, supervision, budget implications, and on-line time submission.
  
  
• Maintain, update and disseminate student employment policies and procedures.
  
  
• Provide support to supervisors in troubleshooting student employment situations as necessary.
  
  
• Serve as administrator for Student Employment section of LCJobs. Troubleshoot system malfunctions, train supervisors and students in the use of the system, and monitor payroll processes initiated electronically.
  
  

REQUIRED QUALIFICATIONS:

• AA Degree
  
  
• 3 years of MS Excel experience
  
  
• 3 years of MS Word experience
  
  
• Google Docs, Colleague – Beginner to Intermediate
  
  
• Student Employment Terminology, basic understanding of Work Study
  
  
• Proactive problem-Solving
  
  
• Customer Service – Advanced
  
  
• Critical Thinking
  
  
• Professional appearance and demeanor
  
  

PREFERRED QUALIFICATIONS:

• BA/BS Degree
  
  
• 1-2 years WorkDay experience
  
  
• Payroll/Accounting experience
  
  
• Ability to collaborate and long-term planning
  
  
• Empathy, ability to see multiple points of view, and experience with conflict resolution
  
  

Work Schedule

• Full-time (1.0 FTE)
  
  
• 7.5 hr/day, 5 days/week
  
  
• Benefits Eligible: Yes
  
  

Pay Rate

• $50,000 - $55,000 annually
  
  
• Commensurate with experience
  
  

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.