HR Specialist, Student Employment

Chapman University

Orange (CA)

On-site

USD 85,962,000 - 100,289,000

Full time

3 days ago

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Job summary

Chapman University in California seeks an HR Specialist, Student Employment to support the Associate Director in administering student employment programs and ensuring processes are accurate and compliant. The role serves as a resource for student employees, hiring managers, and campus partners, handling onboarding and records management with integrity.

The position emphasizes process improvements, data entry in HCM, and maintaining confidentiality while delivering a positive experience to

Qualifications

Bachelor’s degree or equivalent combination of education and relevant experience.
Two or more years of experience in human resources, recruitment, higher education administration, or a related administrative function.
Demonstrated experience providing customer service and administrative support in a professional environment.
Strong attention to detail and demonstrated ability to maintain accurate records.
Ability to manage multiple priorities, meet deadlines, and follow established procedures.
Strong written and verbal communication skills.
Demonstrated ability to handle confidential and sensitive information appropriately.
Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
Ability to learn and effectively use HR and other administrative systems.

Responsibilities

Support the Associate Director of Student Employment in the day-to-day administration and operation of Chapman University’s student employment programs, ensuring processes are accurate, timely, consistent, and compliant with university policies and applicable regulations.
Serve as a primary resource for student employees, supervisors, and hiring managers by providing guidance, support, and responsive customer service related to student employment policies, recruitment, hiring, onboarding, eligibility requirements, and employment processes.
Coordinate and process student employment transactions, including new hires, rehires, position changes, employment status changes, and terminations; review required documentation and follow up on incomplete or outstanding items.
Assist with the administration of the student employment lifecycle from recruitment and onboarding through employment changes and separation, helping to ensure a positive and compliant employment experience for students and hiring departments.

Skills

Customer service

Record keeping

Attention to detail

Communication skills

Multitasking

Education

Bachelor’s degree or equivalent

Tools

Excel

Word

Outlook

Job description

Posting Details

Position Information

Position Title

HR Specialist, Student Employment

Position Type

Regular

Job Number

SA96024

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$30.00 - $35.00

Pay Range Information

Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Job Description Summary

The HR Specialist, Student Employment supports the AssociateDirector of Student Employment in the administration, coordination,and delivery of Chapman University’s student employment programs.This position serves as a key operational resource for studentemployees, hiring managers, and campus partners and ensures thatstudent employment processes are administered accurately,efficiently, consistently, and in accordance with Universitypolicies and applicable federal and state requirements.

The HR Specialist, Student Employment is responsible for day-to-daystudent employment administration, including student hiring andonboarding, employment eligibility and documentation, hiringmanager and student support, records management, data entry in HCMand accuracy of all student employment records and data. Inaddition, the position will respond to questions related to studentemployment from both the hiring manager and students. The positionworks closely with the Associate Director to identify processimprovements, resolve issues, maintain compliance, and provide apositive experience for students and campus departments.

Responsibilities

Support the Associate Director of Student Employment in theday-to-day administration and operation of Chapman University’sstudent employment programs, ensuring processes are accurate,timely, consistent, and compliant with university policies andapplicable regulations.
Serve as a primary resource for student employees, supervisors,and hiring managers by providing guidance, support, and responsivecustomer service related to student employment policies,recruitment, hiring, onboarding, eligibility requirements, andemployment processes.
Coordinate and process student employment transactions,including new hires, rehires, position changes, employment statuschanges, and terminations; review required documentation and followup on incomplete or outstanding items.
Assist with the administration of the student employeelifecycle from recruitment and onboarding through employmentchanges and separation, helping to ensure a positive and compliantemployment experience for students and hiring departments.
Support student employment onboarding and ensure studentscomplete required employment documentation and are appropriatelyestablished in university systems before beginning work.
Support training and educational efforts for supervisors,hiring managers, and student employees on student employmentpolicies, procedures, and system processes.
Maintain accurate and confidential student employment recordsand documentation, including employment eligibility, appointments,compensation, hours, and employment status.
Prepare and analyze routine and ad hoc reports related tostudent employment, hiring activity, participation, FederalWork-Study utilization, and other program metrics to supportdecision-making and operational planning.
Monitor student employment processes and conduct routine auditsand reconciliations to identify missing information, processingerrors, or compliance concerns; assist with corrective actions anddocumentation as needed.
Monitor student employment eligibility, enrollment status,work-hour limitations, and other employment requirements to ensureongoing compliance with university policy and applicableregulations.
Enter, update, and maintain student employment information inuniversity systems and assist with reporting, data analysis, systemtesting, and implementation of process or system enhancements.
Ensure compliance with Federal Work-Study ( FWS ) fundingrequirements and university policies, including appropriateeligibility verification, award utilization, employment limits,documentation, and monitoring of FWS -funded studentemployment.
Assist the Associate Director with compliance activities,including maintaining appropriate records, monitoring studentemployment requirements, supporting audits, and ensuring processesalign with university policies and applicable federal and staterequirements.
Develop and maintain student employment resources, includingforms, procedures, guides, FAQs, website content, andcommunications; assist with orientations, training, andinformational sessions for students and supervisors.
Identify opportunities to improve student employment processes,increase efficiency, strengthen controls, and enhance theexperience of student employees and campus departments.
Collaborate with Human Resources, Financial Aid, academic andadministrative departments, and other campus partners to resolveissues and support student employment initiatives.
Maintain a high level of professionalism, confidentiality,accuracy, responsiveness, and customer service while supportingmultiple student employment functions and priorities.
Identify recurring system or process issues and recommendimprovements to the Associate Director.

Required Qualifications

Bachelor’s degree or equivalent combination of education andrelevant experience.
Two or more years of experience in human resources,recruitment, higher education administration, or a relatedadministrative function.
Demonstrated experience providing customer service andadministrative support in a professional environment.
Strong attention to detail and demonstrated ability to maintainaccurate records.
Ability to manage multiple priorities, meet deadlines, andfollow established procedures.
Strong written and verbal communication skills.
Demonstrated ability to handle confidential and sensitiveinformation appropriately.
Proficiency with Microsoft Office, particularly Excel, Word,and Outlook.
Ability to learn and effectively use HR and otheradministrative systems.

Desired Qualifications

Strong organizational skills and exceptional attention todetail.
Ability to independently manage recurring administrativeprocesses and deadlines.
Ability to identify discrepancies, research issues, and followthrough to resolution.
Strong customer service orientation with the ability to workeffectively with students, faculty, staff, and administrators.
Ability to explain policies and procedures clearly toindividuals with varying levels of knowledge and experience.
Strong analytical and problem-solving skills.
Ability to manage confidential information with discretion andprofessionalism.
Ability to work collaboratively across departments and buildeffective working relationships.
Ability to adapt to changing priorities, systems, andprocesses.
Commitment to providing equitable, responsive, andstudent-centered service.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community.Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law.Applicants for Staff and Administrator positions must be currentlyauthorized to work in the United States on a full-time basis.The offer of employment is contingent upon satisfactory completionand outcomes of a criminal background screening and returning tothe Office of Human Resources a signed original acceptance of theChapman University Agreement to Arbitrate.

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Pre-screening Questions

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Required Documents