Department Assistant 2

Job description

Job Title: Department Assistant 2
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8494

Working under general direction, the Department Assistant 2 will provide day-to-day direction and supervision to student staff, and troubleshoot situations that arise in regards to student employment. The department assistant 2 will also provide administrative support in the bookkeeping, accounting, preparation of reports and invoices relating to all campus jobs. The position requires knowledge of federal, state and institutional student employment guidelines, policies and procedures as well as the Federal Rights and Privacy Act (FERPA) guidelines. Assignments may be long term and requires the individual to rely on own resources in task accomplishment.


    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%)


Department: Daily contact with the Office of Financial Aid, the Office of Student Employment and the Enrollment Management division to perform job duties.

University: Regular contact with student service departments including but not limited to Human Resources, Payroll, Admissions, and Student Financial Services to exchange information.

External: Frequent contact with off-campus agencies based upon hiring needs.

Students: Daily contact with students to explain financial aid in general and student employment specifically.




Experience: 3 to 5 years in higher education, or related experience.

Education/Licensing: High school education required. Some college or business training preferred.


    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.


General office environment. This office emphasizes the maintenance of security and confidentiality of all records.

Diversity Statement

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.


Reasonable Accommodations

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.





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Job No:
Posted: 10/6/2020
Application Due: 12/5/2020
Work Type: