Department Assistant 2
Job Title: Department Assistant 2
Location: Case Main Campus
Full/Part Time: Full-Time
Job ID: 8494
Job Description POSITION OBJECTIVE
- Oversee the collection and review of appropriate new hire paperwork from hiring departments to ensure accuracy of job descriptions and appropriate pay rates within the university’s established guidelines. Evaluate student eligibility for employment, which includes but is not limited to collecting required state and federal withholding forms, verifying student’s eligibility to work in the United States, evaluating student’s skills in relation to available positions as submitted by hiring departments. Assist with employee services and development for: Occupational Safety and Health Administration, Human Resources background checks, Office of Risk Management, and Educational Services for Students. Supervise the completion of the hiring process and entry of individual student information into the Human Capital Management system (HCM) for the purpose of payroll and compensation. In addition, provide support to students, faculty and staff as requested through phone calls, emails, and walk-ins to resolve problems/discrepancies related to student employment. (35%)Supervise and train students and/or temporary staff on office procedures and policies as it relates to university guidelines and Federal regulations, data entry in HCM, OnBase electronic filing system, verification of I-9 forms and all other required new hire paperwork. Perform daily system audit of procedures for quality control and compliance. (20%)Administer the Federal Work Study program: verify eligibility and amount of award; monitor the salary analysis to ensure proper posting of the Federal Work Study subsidy; monitor student Federal Work Study earnings to ensure students do not exceed earnings; determine calendar year earning of students, and perform year-end data corrections to reflect actual student earnings in HCM and PowerFAIDS. (10%)Maintain the Student Employment Job Posting system; determine the accuracy of job descriptions, maintain and update the student employment website; keeping all required documents current. (10%)Collaborate with Human Resources and Payroll during the processing of each pay cycle by reviewing error reports and calculations. Provide assistance during testing of HCM updates and patches. (10%)
- Manage off-campus agency contracts and prepare payment requests to reimburse those agencies for the federal subsidy of Federal Work Study. Perform site visits to off-campus agencies to ensure compliance as it relates to regulations for Federal Work Study. (5%)Assist with campus-wide supervisory training and student employment essentials workshops during orientation. Organize and supervise staff for the annual student employment job fair. (5%)Monitor student work hours, ensuring that schedules adhere to university guidelines and do not exceed 20 hours per week. (4%)Prepare Excel spreadsheets to balance Federal Work Study funds between the salary analysis, expense statements, HCM and PowerFAIDS to assist the Assistant Director of Student Employment with the preparation of the annual Fiscal Operations Report and Application to Participate (FISAP) report. (1%)Assist Financial Aid Office with reception area and functions related to Enrollment Management division as needed. (<1%)
- Must demonstrate a customer service orientation and ability to collaborate with students, parents, staff, and outside organizations. Excellent written and oral communication skills; superior organizational, reporting, and analysis skills mandatory. Ability to work under pressure and meet deadlines. Individual must be mature, professional, and discreet. Self-motivated and demonstrate leadership skills and possess the ability to work in teams, multitask, and facilitate programs. Knowledge of counseling, customer service, academic environment, and employment regulations and policies required. Detail oriented. Ability to operate with a high level of awareness for protecting sensitive and confidential information. Familiarity with a financial aid software (preferably PowerFAIDS) and student information systems (preferably PeopleSoft). Ability to learn new software programs quickly is required. Ability to meet consistent attendance.Ability to interact will colleagues, supervisors and customers face to face.
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.