Administrator Student Academic Appointments

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week:
• Standard Work Schedule:
• Building:
• Salary Range: $70,000 to $76,000

Position Summary

Reporting to the Senior Business Manager, this position manages the student officer's academic appointment and termination activities for the Department of Computer Science at the Fu Foundation School of Engineering and Applied Science (SEAS). The role involves consulting with key stakeholders to validate eligibility and secure funding for requests, working directly with potential hires to gather all necessary forms, documents, and clearances. Additionally, the position oversees the management of student casual hire timesheets in TLAM/PAC. The incumbent reconciles and runs relevant reports to ensure hire requests are accurately posted in university systems. This position ensures that employee hiring, onboarding, and payroll requirements are processed timely and accurately.

Responsibilities

(50%) Coordination of Student Officer Academic Appointment Processes:

• Initiate the student officer appointment process via roster, PAF, and nomination.
• Process onboarding paperwork (e.g., Docu-Sign, nomination forms, offer letters, I-9 information, tax forms, etc.).
• Administer PAFs and nomination materials for new student officers and those whose reappointments cannot be processed via roster.
• Consult with key stakeholders (e.g., DFA, Grants teams, HR, and Dean's Office) to ensure compliant assignment of hires/titles.
• Work closely with the CS payroll unit administrative team to obtain combo code/financial information and ensure costs are allocated appropriately.
• Assist external departments with appointing departmental student officers externally.
• Process additional compensation for student officers.
• File all HR onboarding/appointment transactions in shared departmental folders.
• Collaborate closely with the SEAS Human Resources team to obtain Dean's Office and Provost approval for student officer appointments.
• Assist the payroll team during busy periods with the hiring of casual student/non-student hires.

(20%) Student Academic Operations:

• Under the guidance of the Student Operation Manager, support student employment new hire initiatives and policies.
• Assist with student employment processes and provide tool guides for student appointments.
• Help organize new hire student events such as welcome day and orientation.

(10%) Management of Student Casual Hire Timesheets in TLAM/PAC:

• Serve as backup for managing student casual hire timesheets.
• Support the department by receiving electronic time entries from student casuals and approvals via PAC/TLAM.

(5%) Reporting and Reconciliation:

• Download ARC/PAC reports to ensure hires/terminations are accurately posted in the PAC system.
• Reconcile activities using ARC/PAC reports to verify accuracy.

(10%) Backup Support/Coverage:

• Provide coverage for colleagues during peak seasons or vacations, including onboarding/appointing casual hires (student/non-student), I-9 verification, collecting documentation, and processing appointment transactions in PAC.

(5%) Other Duties:

• Perform other tasks, duties, and responsibilities as assigned.
• Provide office coverage in the absence of the payroll team.

Minimum Qualifications

• Bachelor's degree or its equivalent. Minimum of 2 years of related experience in human resources, payroll, or academic administration, preferably in a higher education setting. With a preference for training in higher education management and compliance.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills to work effectively with students, faculty, and administrative staff.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Experience with human resources information systems (HRIS) and payroll systems; familiarity with PAC, ARC, DocuSign, and ServiceNow is a plus.
• Detail-oriented with strong analytical and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information.
• Understanding of university policies and procedures related to student hiring, onboarding, and payroll.
• Knowledge of employment eligibility verification processes (i.e., I-9 requirements).
• Ability to work independently and as part of a team.
• High level of professionalism and discretion.
• Commitment to providing excellent customer service.
• Ability to adapt to changing priorities and manage multiple tasks simultaneously.
• Familiarity with financial and payroll reconciliation processes.
• Experience coordinating with multiple stakeholders and managing complex workflows.
• Strong project management skills and the ability to meet deadlines.
• Demonstrated ability to implement and improve workflows and processes.
• Ability to work independently and ability to multitask.
• Experience in working with a wide range of constituencies.
• Ability to manage multiple projects. Experience organizing large events and the ability to work extended hours to oversee community-building activities and events. Exceptional problem-solving, interpersonal, organizational, and written- and verbal-communication and computer skills required.
• Positive, forward-thinking, mission-oriented attitude and sense of humor are a must.