Human Resources

Title: Student Employment Assistant
Classification: C5
Department: Student Employment

Job Summary:

Coordinate, organize, and facilitate day to day operations of Student Employment Office.

Primary Duties & Global Responsibilities:

  • Assist Director in carrying out the office operation responsibilities.
  • Responsible for specific projects/programs whether self-initiated or initiated by the Director which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
  • Performs administrative work of a confidential nature for the Director.
  • Compiles and logically formats statistical data and reports.
  • Maintain, process and manipulate data on a personal computer using word processing, database and spreadsheet software.
  • Coordinates various events including special events and functions.
  • Edit correspondence, reports and materials for publication.
  • Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communication.
  • Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
  • Conducts on a recurring basis self-initiated or unit head projects and prepare reports.
  • Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.
  • Coordinates employment search process.
  • Knowledgeable about federal, state and institutional regulations, policies, and procedures that govern Student Employment and apply that knowledge in the development of policies and procedures within the office.
  • Process all student employment job applications.
  • Take on and off-campus job orders over the phone.
  • Post job openings for both on and off campus.
  • Authorize and terminate both work-study and regular students.
  • Assist walk-in students with acquiring work both on and off-campus.
  • Make job referrals for incoming and returning students.
  • Verify enrollment and award status each semester for all work-study students.
  • Monitor work-study award and hours worked by students for each pay period.
  • Monitor and resolve discrepancies in student earnings between the HRS and FAM systems.
  • Monitor changes in work-study award amounts.
  • Determine reallocations of funds as needed and report them to Payroll.
  • Monitor the I-9 form.
  • Monitor participation in the campus wide Student Employment Training sessions.
  • Work with off-campus employers.
  • Process any special pays.
  • Process graduate assistantship stipends.
  • Develop forms as needed for the Student Employment Office.
  • Develop, maintain and make available to students and employers the Student Employment Handbook.
  • Send general mailings to employers regarding employment policies, job openings, etc.
  • Write SAS jobs as needed for reporting purposes for Student Employment.
  • Responsible for the record keeping of the Merit Scholarship Program.
  • Act as a liaison between the Student Employment Office and the departments on campus in answering questions, responding to concerns, and helping to solve problems.
  • Supervise student employees.
  • Other related duties as assigned.

Secondary Duties & Responsibilities:

  • May perform duties characteristic of lower level clerical office classifications on a limited basis.
  • Answer the Student Employment phone lines.
  • Process forms, i.e. I-9, IDC, requisitions, and travel vouchers.
  • Responsible for the continuing development, maintenance and use of the Student Employment Referral System.
  • Develop and host a Summer Student Employment Job Fair for GVSU students to assist students in finding summer jobs and to assist on campus employers in finding students for summer employment.
  • Participate in Freshmen Orientation sessions as designed by the Student Life Office.

Minimum Required Qualifications

  • High school graduate.
  • Minimum of five years of experience in a position which required demonstration of administrative and organizational skills. Related college course work/degree may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully perform clerical/secretarial duties such as: type 60 wpm, spelling competency - at least 80% accuracy, operate office equipment, computer software, work processing, spreadsheets, database, and graphics.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance record.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully coordinate large projects.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment based on established policies and procedures.

Desired Qualifications:

  • Bachelors degree.
  • Experience in higher education.
  • Mainframe application experience.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence within given general assignments of responsibility.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COT¿s, but is not the decision maker.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibility of any particular position shall be. It is not intended to omit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind and/or level of difficulty.

: (Whom do you supervise?)
: (Who provides supervision?)
(Preferred in addition to required qualifications.)
(Must be able to perform these duties; usually consist of less than 5% of your job.)
(Must be able to perform these duties; usually consist of more than 5% of your job.)
(Short summary of job duties - 1 to 2 sentences)

Revised Date: September 1997 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.