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Student Employment & Department Coordinator

Otis College of Art and Design Student Employment & Department Coordinator Open Until Filled Los Angeles, CA (Westchester) Job Summary: The Student Employment & Department Coordinator assists in the coordination and administration of student on-campus
California, United States
Salary Not specified
Posted date
Sep 30, 2021

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Position Type
Administrative, Student Affairs, Career Services
Employment Level
Employment Type
Full Time
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Otis College of Art and Design


Student Employment & Department Coordinator

Open Until Filled

Los Angeles, CA (Westchester)


Job Summary: 

The Student Employment & Department Coordinator assists in the coordination and administration of student on-campus employment and the general administrative functions of the Career Services Office. This position involves heavy data entry and interaction with students, staff, and faculty. This position reports directly to the Director of Career Services.



● Serve 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. Conveys information to student employees and/or hiring managers when appropriate or refers individuals directly to the appropriate office. 

● Reviews and processes payroll hiring documents for input into a centralized student information database (Banner). Ensures paperwork complies with federal and state regulations. Ensures accuracy of student data entered by following established policies and procedures (for international students, ensure they have SSN and I-20). 

● Ensures 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. 

● Work with the Primary Designated Officer (PDSO) to ensure international students have the appropriate paperwork in order to engage in the CPT and OPT process which is managed by the One Stop. 

● Administers on-campus Federal Work Study funds in coordination with Student Financial Services. 

● Answers 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 Otis Job Board 

● Assists hiring managers with full cycle recruiting of student workers. Develops student job descriptions, posts positions on Otis Job Board, and on-boards hired students by training on timesheet and payroll process, clocking in and out. 

● Coordinates mandatory student trainings for on-campus work. 

● Assists with the coordination of departmental special events. May help negotiate with vendors and/or internal departments for site arrangements, general facilities work, catering, guest accommodations, parking, etc. May help coordinate the production and/or distribution of promotional materials. May attend events to oversee assigned activities and ensure details are handled as planned. 

● Establishes and maintains student files and records which may contain confidential information. Ensures reconciliation and/or quality control of records. 

● Compiles data for special projects, studies, or reports as needed. Tracks departmental statistics (i.e., placement activity statistics, total student work hours) and prepares reports. Queries a centralized database (Banner) for generating reports. 

● Annually reconciles Student Employment totals in conjunction with Business Office fiscal records (June). 

● Maintains currency and compliance with all College policies and procedures and applicable state, federal and local laws, regulations, and policies related to student employment. 

● Performs other related duties as assigned.


Required Qualifications


● Bachelor’s degree or combination of experience/education as substitute for minimum education requirement. Preference for degreed education in Human Resources Management or a related field. 

● Prior experience in Human Resources within a college environment is highly desired. 

● Must have knowledge of federal and state regulations related to employment. 

● Must be comfortable with data entry and data management. 

● 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 presentation skills and be comfortable training students. 

● 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. Must be able to build immediate rapport with students, faculty, and staff. 

● Must be able to maintain a high level of professionalism in a fast-paced, deadline-driven environment. 

● Strong computer skills required; working knowledge of Microsoft Word, Excel, Access, PowerPoint required. Experience with HR Banner Module is a plus.



How to Apply:

Interested candidates must apply via our website at  to be considered for the position.


EEO Statement

Otis College of Art and Design is an Equal Opportunity employer, and does not discriminate on the basis of race, color, national origin, ancestry, religion, gender, sexual orientation, age, physical disability, mental disability, marital status, veteran status, genetic information, or any other characteristic which may be specified by law or college policy.

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