HR Specialist, Student Employment

Position Type: Regular
Job Number: SA96024

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range: $30.00 - $35.00

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Job Description Summary

The HR Specialist, Student Employment supports the Associate Director of Student Employment in the administration, coordination, and delivery of Chapman University's student employment programs. This position serves as a key operational resource for student employees, hiring managers, and campus partners and ensures that student employment processes are administered accurately, efficiently, consistently, and in accordance with University policies and applicable federal and state requirements.

The HR Specialist, Student Employment is responsible for day-to-day student employment administration, including student hiring and onboarding, employment eligibility and documentation, hiring manager and student support, records management, data entry in HCM and accuracy of all student employment records and data. In addition, the position will respond to questions related to student employment from both the hiring manager and students. The position works closely with the Associate Director to identify process improvements, resolve issues, maintain compliance, and provide a positive experience for students and campus departments.

Responsibilities

• Support the Associate Director of Student Employment in the day-to-day administration and operation of Chapman University's student employment programs, ensuring processes are accurate, timely, consistent, and compliant with university policies and applicable regulations.
• Serve as a primary resource for student employees, supervisors, and hiring managers by providing guidance, support, and responsive customer service related to student employment policies, recruitment, hiring, onboarding, eligibility requirements, and employment processes.
• Coordinate and process student employment transactions, including new hires, rehires, position changes, employment status changes, and terminations; review required documentation and follow up on incomplete or outstanding items.
• Assist with the administration of the student employee lifecycle from recruitment and onboarding through employment changes and separation, helping to ensure a positive and compliant employment experience for students and hiring departments.
• Support student employment onboarding and ensure students complete required employment documentation and are appropriately established in university systems before beginning work.
• Support training and educational efforts for supervisors, hiring managers, and student employees on student employment policies, procedures, and system processes.
• Maintain accurate and confidential student employment records and documentation, including employment eligibility, appointments, compensation, hours, and employment status.
• Prepare and analyze routine and ad hoc reports related to student employment, hiring activity, participation, Federal Work-Study utilization, and other program metrics to support decision-making and operational planning.
• Monitor student employment processes and conduct routine audits and reconciliations to identify missing information, processing errors, or compliance concerns; assist with corrective actions and documentation as needed.
• Monitor student employment eligibility, enrollment status, work-hour limitations, and other employment requirements to ensure ongoing compliance with university policy and applicable regulations.
• Enter, update, and maintain student employment information in university systems and assist with reporting, data analysis, system testing, and implementation of process or system enhancements.
• Ensure compliance with Federal Work-Study (FWS) funding requirements and university policies, including appropriate eligibility verification, award utilization, employment limits, documentation, and monitoring of FWS-funded student employment.
• Assist the Associate Director with compliance activities, including maintaining appropriate records, monitoring student employment requirements, supporting audits, and ensuring processes align with university policies and applicable federal and state requirements.
• Develop and maintain student employment resources, including forms, procedures, guides, FAQs, website content, and communications; assist with orientations, training, and informational sessions for students and supervisors.
• Identify opportunities to improve student employment processes, increase efficiency, strengthen controls, and enhance the experience of student employees and campus departments.
• Collaborate with Human Resources, Financial Aid, academic and administrative departments, and other campus partners to resolve issues and support student employment initiatives.
• Maintain a high level of professionalism, confidentiality, accuracy, responsiveness, and customer service while supporting multiple student employment functions and priorities.
• Identify recurring system or process issues and recommend improvements to the Associate Director.

Required Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• Two or more years of experience in human resources, recruitment, higher education administration, or a related administrative function.
• Demonstrated experience providing customer service and administrative support in a professional environment.
• Strong attention to detail and demonstrated ability to maintain accurate records.
• Ability to manage multiple priorities, meet deadlines, and follow established procedures.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to learn and effectively use HR and other administrative systems.

Desired Qualifications

• Strong organizational skills and exceptional attention to detail.
• Ability to independently manage recurring administrative processes and deadlines.
• Ability to identify discrepancies, research issues, and follow through to resolution.
• Strong customer service orientation with the ability to work effectively with students, faculty, staff, and administrators.
• Ability to explain policies and procedures clearly to individuals with varying levels of knowledge and experience.
• Strong analytical and problem-solving skills.
• Ability to manage confidential information with discretion and professionalism.
• Ability to work collaboratively across departments and build effective working relationships.
• Ability to adapt to changing priorities, systems, and processes.
• Commitment to providing equitable, responsive, and student-centered service.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References: 1
Maximum Number of References: 3