Assistant Director, Student Program Staffing Operations

University of Chicago•Chicago, IL

1d•$65,000 - $81,000•Hybrid

About The Position

The Assistant Director, Student Program Staffing Operations is a matrix position, directly supervised by the Crown HR Director, with a dotted line to the Director of the Neighborhood School Partnerships. The position manages hiring, employment changes, time tracking, and payroll reconciliation for 200+ student employees that serve as tutors and teaching assistants to local schools, community centers, and government offices, as well as hiring and employment changes for seasonal and temporary employees who are in internship and training programs for the College and Career Readiness team. The Assistant Director oversees a part-time van driver and several student workers. This role requires superior understanding of Workday for the creation of positions and onboarding of employees, management of bi-weekly payroll, and employee database creation and maintenance in Airtable.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

Bachelor’s degree in a related field.
Experience working with HR operations, specifically hiring and payroll management.
Proficient with Workday and Airtable.
Microsoft Suite (Outlook, Word, Excel, Access, PowerPoint).
Focus on continuous process improvement and operational efficiency.
Considerable skill in working both independently and as part of a team.
Multi-task, plan and prioritize to simultaneously meet multiple program and organizational goals.
Meet deadlines; maintain confidentiality, and problem solve.
Experience working with college students.
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
High volume of emailing.
Working understanding human resource principles, payroll, policies, and procedures.
Proven ability to meet deadlines and be able to work independently.
Ability to function well in a high-paced and at times stressful environment.
Excellent verbal and written community skills; organizational, analytical, and interpersonal skills.

Responsibilities

Management of bi-weekly payroll of 200+ paid employees which includes ensuring Time Sheet and Workday compliance for the Neighborhood Schools Program.
Hiring and employment changes for high school students hired as temporary and seasonal employees into career and college readiness programs.
Creates Workday positions and hires 200-300 employees into various programs and sub-programs within NSP and CCR, including Maroon Tutor Match and Homework Help Centers.
Involves Onboarding employees into Workday and ensuring University and government compliance.
Onboard NSP volunteers and tracks volunteer hours.
Engages in a high volume of correspondence and engagement with students, superiors, co-workers, HR specialists, Financial Manager, Workday Support team, Payroll Support team, etc.
Payroll reconciliation of nearly 200 paid student and temp employees throughout the Academic Year and for summer programming which involves filing Bi-Weekly Adjustment Forms in Service Now, adjusting hours in Workday, and corresponding with students and/or various University departments to ensure accuracy of payroll.
Submits student reimbursements (e.g. awards, stipends) in Service Now.
Maintains student employment, time tracking and payroll modules in the Airtable database, to ensure accurate employee record tracking, payroll reconciliation, and compliance with University and government regulations; identifies opportunities to streamline hiring and payroll processes across systems.
Advises students in all stages of hiring process, payment process, as well all stages of Workday Hiring and general program matters.
Content Development and presentation delivery of orientation sessions for incoming student employees across all program.(3-4 sessions per week during peak recruitment periods).
Manages employee files in Workday to reflect changes in employee status and stay in compliance with Workday regulations and file upkeep schedule.
Leverages Excel worksheets to merge Workday, biweekly payroll and Airtable information to perform audits and reconciliations.
Provides back up support for submitting payments through Oracle as needed for workshop speakers and other NSP payment needs.
Provides data regarding student employment and positions for budget planning, forecasting, and financials to support fundraising and budgeting work of Director of Neighborhood Schools Program and finance team.
Participates in one-on-one and team meetings for Crown HR and NSP team, in addition to Crown/Kersten Institute all employee convenings.
Participates in seasonal weekly meetings with the College and Career Readiness team during their peak time (Spring Quarter).
Manages 1-2 student workers who perform operational and administrative tasks.
Manages part-time staff van driver and 5-7 student drivers, including a student transportation coordinator; provide back up support of scheduling for van drivers/student coordinators and email inbox management for student rider scheduling.
Oversee staff who ensure vehicle maintenance, including oil changes, repairs, fuel tracking and adherence to safety standards.
Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.
Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
Responsible for training office staff on office procedures and compliance protocols.
Coordinates special projects.
Performs other related work as needed.