Temporary Student Employment Coordinator

Lewis & Clark College; Portland, Northern (OR, KY); Hybrid; USD 34,000 - 47,000; Part time

Job summary

Lewis & Clark College is seeking a Student Employment Coordinator to manage hiring, onboarding, timekeeping, and payroll for about 2,000 student employees across undergraduate, law, and graduate campuses.

You will partner with the Career Center to promote career development, ensure federal work-study compliance, and provide training and support to student employees and supervisors. This role emphasizes equity and effective collaboration within a large, mission-driven university community.

Qualifications

• Bachelor's Degree required.
• Three years of related work experience in a similar administrative or support role.
• Experience in managing employment processes and payroll.
• Knowledge of payroll processes, timekeeping, and compliance.

Responsibilities

• Coordinate hiring, onboarding, and timekeeping for student employees across campuses; maintain job descriptions and align with career competencies.
• Deliver trainings, workshops, and one-on-one support to students and supervisors on employment processes and policies; ensure accessibility and clarity.
• Audit payroll, monitor earnings, and assist with annual audits; support FWS compliance and reporting.
• Develop and maintain policies, resources, and training materials related to student employment and career readiness.

Skills

Workday Payroll

Timekeeping

Data Integrity

Communication

Organizational Skills

Confidentiality

Customer Service

Microsoft Office

Education

Bachelor's Degree

Tools

Workday

Microsoft Office

Job description

Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please apply internally in Workday in the Jobs Hub.

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.

PRIMARY PURPOSE

The Student Employment Coordinator is a member of the Human Resources department and reports directly to the Chief Human Resources Officer (CHRO). This role is primarily responsible for managing the hiring, timekeeping, and payroll processes for approximately 2,000 student employees, as well as overseeing the use of Federal Work-Study (FWS) funds across the campuses and with off-campus agencies. The Student Employment Coordinator works closely with the Career Center to support student employment as a high-impact learning experience that promotes career development, cultivates transferable skills, and builds proficiency in the NACE Career Readiness Competencies. The position collaborates with the Career Center, student supervisors, faculty, campus departments, and community partners to strengthen the student employment experience and connect students with meaningful employment opportunities. The successful candidate will bring strong organizational, communication, relationship-building, and customer service skills, along with the capacity to manage multiple priorities and ensure compliance with federal and institutional requirements. The position requires a proactive, student-centered approach and a commitment to equity, inclusion, and student success.

ESSENTIAL DUTIES

• Student Employment Coordination Manage the hiring, onboarding, and time-keeping processes for student employees across the undergraduate, law, and graduate campuses. Develop and maintain job descriptions, ensuring alignment with student employment guidelines and career competencies. Partner with student supervisors to integrate career readiness frameworks (e.g., NACE competencies) into student roles, fostering intentional skill-building and reflection. Oversee the Student Employment section of LC Jobs, providing troubleshooting support and user training. Facilitate the annual student employment fair and collaborate with supervisors to match students with appropriate on-campus positions. Ensure compliance with I-9 documentation requirements. Collaborate with Human Resources on process improvements for student employment.
• Training and Supervision Support Develop and deliver presentations, workshops, and training sessions for students and student employee supervisors on student employment processes, employment policies, timekeeping, budget management, career readiness, and effective supervision. Maintain a proactive and visible presence with students through campus events, orientations, presentations, tabling, and other outreach that increases awareness of student employment resources and opportunities. Provide individualized, one‑on‑one support to students seeking employment, including helping them identify appropriate on‑campus opportunities, navigate the application and hiring process, understand work‑study eligibility, and connect with relevant campus resources. Build and maintain strong relationships with student employees, supervisors, academic and administrative departments, and campus partners to strengthen student employment as a developmental and community‑building experience. Offer ongoing support and guidance to supervisors on recruiting, onboarding, supervising, and developing student employees, including compliance issues and troubleshooting pay/time recording problems. Maintain up‑to‑date student employment policies, resources, and training materials, ensuring accessibility and clarity for students and supervisors. Gather feedback and identify recurring questions or barriers from students and supervisors; collaborate with Career Center, Human Resources, Financial Aid, and other campus partners to improve student employment processes, communications, and support.
• Payroll Auditing and GL Coordination Reconcile monthly payroll reports, ensuring accurate time entries and resolving discrepancies. Monitor student earnings to ensure compliance with federal work‑study limits, notifying students and supervisors of any overages. Prepare reports for annual audits to verify compliance with payroll regulations and federal requirements.
• Federal Work‑Study (FWS) Compliance and Reporting Ensure accurate reporting of FWS funds usage as part of the Fiscal Operations Report and Application to Participate (FISAP). Establish contracts with off‑campus community service organizations who provide positions for off‑campus FWS positions. Ensure that required positions such as reading and math tutors are offered and filled each year. Track off‑campus community service FWS wages ensuring that student FWS community service earnings meet regulatory requirements. Maintain detailed records of FWS expenditures, placements, and employer partnerships for institutional reporting. Ensure the proper allocation of federal funds to eligible student employees and oversee any adjustments as needed. Collaborate with key partners (e.g., Financial Aid, Business Office) to ensure proper disbursement of FWS funds. Ensure that LC Work Study is properly tracked and reported.

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Proficient in using payroll software and human resources management systems, including Workday, to manage employee records, timekeeping, and payroll processes.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines in a high‑paced environment.
• Superior attention to detail in data entry, auditing, and ensuring compliance with federal and institutional regulations.
• Extremely strong verbal and written communication skills, with the capacity to engage and collaborate effectively with students, faculty, staff, and external partners.
• Excellent interpersonal skills, with the ability to build and maintain relationships with a wide range of stakeholders, including students, student supervisors, campus departments, and off‑campus FWS community service partners.
• Superior problem‑solving skills, with the ability to address complex issues related to payroll, employment compliance, and student job placements.
• Extremely proficient in maintaining confidentiality and handling sensitive information in accordance with institutional policies and legal requirements.
• Excellent proficiency in Microsoft Office Suite (Excel, Word, Outlook) for reporting and communication purposes.
• Strong understanding of federal work‑study regulations and the processes related to financial aid, including FISAP reporting and budget reconciliation.
• Highly skilled in developing and delivering engaging presentations, workshops, and training for students, student employment supervisors, and other stakeholders.
• Deep commitment to promoting equity, diversity, and inclusion in the workplace, ensuring fair access to employment opportunities for all students, and fostering an inclusive environment.
• Superior ability to develop and maintain systems for tracking and reporting student employment outcomes, including leveraging data to drive decision‑making.
• Strong ability to support student learning and reflection by connecting job responsibilities to career development and transferable skills.
• Ability to apply career development frameworks (e.g., NACE competencies) to guide program design, supervisor training, and student employee development.

REQUIRED EDUCATION / EXPERIENCE

• Bachelor's Degree
• Three years of related work experience in a similar administrative or support role
• Experience in managing employment processes
• Knowledge of payroll processes, timekeeping, and compliance

PREFERRED EDUCATION / EXPERIENCE

• Experience working in higher education or student services
• Experience with human resources or financial aid‑related functions
• Knowledge of federal work‑study regulations and reporting requirements

WORK SCHEDULE

• Part‑Time: 9-4 with a one hour lunch break (30 hours a week)
• Expected Duration: between 2 and 4 months
• Benefits Eligible: No
• PAY RATE FLSA Status: Non‑Exempt
• Starting at $25 per hour

PHYSICAL REQUIREMENTS

• General office environment
• Prolonged periods of sitting at a desk and working on a computer
• Ability to communicate effectively via phone, email, online meetings, and in person
• Must be able to lift up to 15 pounds occasionally
• Some events may require standing for extended periods and walking between different campus locations

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.

Explorare, Discere, Sociare (to explore, to learn, to work together) Lewis & Clark’s motto defines why it’s such a great place to work! Employees join a learning community that rewards ideas and resourcefulness, and embraces the common good and a sense of social justice. We strive to recruit and retain a diverse blend of talented, enthusiastic individuals who will take full advantage of the extraordinary environment and resources available to them to further their lives and careers. We offer a generous benefits package that includes health, retirement, paid time off, tuition, and much more.