Student Employment Coordinator

St. Olaf College; Northfield (MN); On-site; USD 60,174,000 - 65,904,000; Full time

Job summary

St. Olaf College in Northfield, Minnesota, is seeking a Student Employment Coordinator to administer the student employment program and support recruitment, I-9 intake, and background checks for student workers.

You will prepare monthly updates and liaise with campus partners to ensure eligibility and compliance. This on-campus role reports to the Student Employment Administrator and focuses on improving the student worker experience through administrative excellence, policy adherence, and

Qualifications

• Bachelor’s degree or equivalent work experience in a student-facing role in higher education.
• Strong customer service, listening, and accurate data entry skills.
• Excellent organizational skills and time management.

Responsibilities

• Provide administrative and operational support for the student employment program following policies and directions from the Student Employment Administrator.
• Prepare monthly reports, updates, newsletters, and routine communications.
• Assist with I-9 intake and background checks for student employees and coordinate with campus partners on eligibility and work authorization.
• Coordinate events and training for supervisors and student employees, including orientation and workshops.
• Maintain HRIS records, job descriptions, and employment data; ensure compliance with procedures and regulations.
• Support the development of training materials and communication with stakeholders to improve the student employment experience.

Skills

Customer service

Data entry

Organizational skills

Education

Bachelor’s degree or equivalent in a student-facing role in higher education

Job description

Job Description

Position Title: Student Employment Coordinator

Department: Human Resources

Classification: Non-Exempt

FTE: 1.0

Work Schedule: 40 hours to be worked per week; the standard 40-hour work schedule is Monday - Friday, 8:00 am - 5:00 pm; or flexible work arrangements can be proposed and are subject to approval by HR and relevant supervisors

Work Location: On Campus

Hourly Rate: $21-$23

Essential Job Duties

• Provide administrative and operational support for the administration of the student employment program, following established policies, procedures, and direction from the Student Employment Administrator. Handle elements of student recruitment and hiring, including Form I-9 intake and background checks for student employees.
• Prepare monthly reports, updates, newsletters, and other routine communications using established processes and information provided by the appropriate program leads.
• Work with campus partners to provide administrative assistance to international students regarding employment eligibility and work authorization processes, within established institutional and regulatory requirements.
• Provide logistical and administrative support for initiatives designed to improve the student employee experience, engage and retain student employees, and support the expansion of the student employment program.
• Provide administrative and logistical support for supervisor training and professional development activities. Build and maintain strong relationships with campus supervisors.
• Manage the intake and auditing of job descriptions for student work study positions.
• Support the development and facilitation of supervisor training, workshops, and informational sessions by preparing materials, coordinating logistics, communicating with participants, and assisting with delivery as directed.
• Coordinate and execute the logistical aspects of student employment events, including the Student Employment Fair, Form I-9 intake events, New Student Worker Orientation, Skills Development Workshops, and related activities.
• Provide administrative support for employment eligibility and compliance processes in accordance with established procedures and applicable requirements.
• Assist with the preparation of presentations and informational materials for International Student Orientation, New Student Orientation, and other student-facing programs.
• Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
• Complete and meet deadlines for required training and performance management cycle.
• Perform other Human Resources duties as assigned.

Daily Administrative Duties

• Provide administrative support for student employment operations within the Human Resources Information System (HRIS), including completing assigned transactions and maintaining accurate records.
• Provide training and assistance to supervisors and students regarding established student employment processes and procedures. Refer questions involving policy interpretation, exceptions, or decision-making to the appropriate administrator.
• Support established methods for responding to anticipated increases in student and supervisor communications, including concerns, grievances, inquiries, and requests. Route matters requiring investigation, judgment, or decision-making to the appropriate individual.
• Assist with background check, Form I-9, and job description intake.
• Assist with maintaining and enhancing the student employment website, guides, and other educational resources for supervisors and students. Recommend updates based on identified needs and established program direction.
• Maintain student employment reports across multiple systems using established procedures and reporting requirements.
• Monitor and maintain student employment data and reports by tracking, updating, auditing, investigating, and correcting student records within established procedures and assigned authority. Escalate discrepancies or issues requiring interpretation or a policy decision.
• Support compliance with student employment and employment eligibility requirements by following established procedures and promptly referring potential compliance issues to the appropriate administrator.
• Communicate with students, supervisors, campus partners, and other stakeholders to facilitate timely resolution of routine student employment inquiries, including new-hire paperwork, work awards, time entry, employment verifications, work authorizations, hiring processes, and budget reports. Matters requiring policy interpretation, or a final determination will be referred to the appropriate administrator.
• Maintain and update student employment webspace in accordance with established content and program direction.
• Assist with the annual review and updating of student employment handbooks and related materials for students and supervisors. Provide administrative support and identify suggested revisions for review and approval by the appropriate administrator.

Supervision Received And Exercised

• Reports to the Student Employment Administrator.
• This position does not supervise staff or students.

Required Qualifications

• Education: Bachelor’s degree or equivalent work experience within a student-facing role in higher education.
• Experience: Experience in a role that requires strong customer service and listening skills, excellent organizational and time management skills, and accurate data entry.

Preferred Qualifications

• Education: Bachelor's degree or higher in higher education administration, student affairs, education, human resources, or research.
• Experience: 6+ months of experience in human resources, financial aid, or student employment programming; familiarity with student employment programs, financial aid, and federal work study requirements; working in a liberal arts environment.

Prerequisites

Employment in this position is conditioned upon successful completion of a background check which may include criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.

Disclaimer

• This job description is for general information purposes.It is not intended to list all duties and responsibilities of the position.This job description is subject to change at any time by St. Olaf College, with or without prior notice.

About Us

Founded in 1874, St. Olaf College is a residential, coeducational liberal arts college with approximately 3,000 students and 800 faculty and staff. The college is located on a picturesque 300-acre campus in Northfield, Minnesota, a vibrant, historic river town of 20,000 located 45 minutes south of culturally rich and diverse Minneapolis and St. Paul.

The college offers an academically rigorous, nationally ranked liberal arts education that fosters the development of the whole person in mind, body, and spirit and emphasizes learning in an inclusive and globally engaged community. We encourage applications from candidates committed to multicultural understanding and the enrichment of our diverse community.

The college offers a comprehensive benefits package, including a 9% retirement match, contributions to eligible employees' health savings accounts, a significant tuition discount (up to a 90% reduction) at ACM, GLCA, and ELCA colleges and universities for employees' children, and generous paid time off. For a full review of the college's benefits, please see the summary of our benefits here: https://wp.stolaf.edu/hr/benefits/

To provide a safe and secure educational environment, St. Olaf College verifies the accuracy of all credentials presented by applicants and conducts a criminal background check on every new hire.

A summary of the Flexible Work Policy for staff: https://wp.stolaf.edu/hr/flexible-work-policy/

A link to our Community and Belonging page: https://wp.stolaf.edu/equity-inclusion/

A virtual campus tour: https://www.stolaf.edu/multimedia/play/?p=483

An overview of Northfield: https://wp.stolaf.edu/admissions/visit/northfield/

An overview of the Twin Cities: https://wp.stolaf.edu/admissions/visit/twincities/

Nondiscrimination Policy

St. Olaf College does not discriminate on the basis of sex, race, color, creed, national origin, gender identity, gender expression, sexual orientation, age, religion, disability, marital status, veteran status, or status with regard to public assistance. St. Olaf College prohibits discrimination and harassment based upon these and any other legally protected status in any education program or activity that it operates, including in admissions and employment.

Inquiries about this nondiscrimination policy may be referred to St. Olaf College's Director of Equal Opportunity, the U.S. Department of Education’s Office for Civil Rights, or both. St. Olaf's Director of Equal Opportunity (who serves as the College's Title IX, Title VI, and Section 504 Coordinator) is Pamela McDowell, Tomson Hall, [e-mail] , [phone].