Student Employment Operations Specialist

Vanderbilt University - Nashville, TN

Full-time - Entry Level

Nashville, TN

101-250 employees

Educational Services

About the position

The Student Employment Operations Specialist is a vital part of Auxiliary Services within the Division of Administration at Vanderbilt University. This role is responsible for the full life cycle of student employment, including recruitment, hiring, onboarding/offboarding, scheduling, and mentoring student employees. The position collaborates with leaders in Auxiliary Services to understand staffing needs and manage student labor budgets. The specialist works hands-on with multiple operational managers in Campus Dining to ensure students are successfully assigned to work units. Additionally, this role develops and oversees a marketing plan with the Auxiliary Services marketing team to hire and retain student employees throughout the academic year. The specialist also provides leadership, oversight, and documentation of policies and procedures to ensure compliance with program standards. Vanderbilt University Auxiliary Services works diligently to support its academic mission. By offering innovative solutions, implementing sustainable business practices, and leveraging strategic partnerships, Auxiliary Services helps deliver a world-class experience for Vanderbilt's students, faculty, and staff. A progressive and collaborative team, Auxiliary Services takes a people-first approach to unlocking institutional efficiencies, enhancing revenue streams, and adding overall value to the Vanderbilt community. Auxiliary Services employs an average of 120 student employees.

Responsibilities

• Provide administrative support for Human Resources functions, including creating and publishing job advertisements, processing I-9 employment verifications, maintaining student employment records, and handling HR system transactions.
• Offer high-level customer service to student employment programs, including responding to student employee inquiries, resolving payroll discrepancies, and training on timecard processes.
• Act as a Human Capital Management Specialist for the entire lifecycle of student employees, handling tasks such as creating new assignments, ending assignments, adjusting work hours, and processing annual pay increases.
• Manage student employee records and assist operational managers in maintaining updated contact information.
• Facilitate effective communication between student employees and Auxiliary Services leaders to address employment concerns and improve working environments.
• Guide Student Leads in managing schedules, timecards, and attendance of other student staff.
• Develop and implement student staff recognition and professional development initiatives in collaboration with operations and training teams.
• Educate hiring managers on allowable work hours based on student classification and audit records to ensure accuracy.
• Explain various sources of student employee labor funding, including the differences between regular students and federal work-study students.
• Manage multiple compensation pay scales based on departmental budgets within Auxiliary Services.
• Oversee social media and marketing efforts for the student employment program.
• Provide an orientation for all student employees employed by Auxiliary Services, ensuring they understand their roles, responsibilities, and organizational policies.

Requirements

• Bachelor's degree required.
• A minimum of 3 years of high-level administrative experience is required.
• Human resources experience preferred.
• Proficiency in Word, Outlook, Excel, and PowerPoint necessary; Canva experience preferred.
• Effective communication skills (verbal, written, interpersonal) essential for interacting with a diverse population.
• Ability to work in fast-paced environments with multiple projects and individuals.
• Excellent time management, organizational, and multi-tasking skills.
• Strong attention to detail.
• Demonstrated ability to deliver exceptional customer service.
• Maintain confidentiality and accountability for Vanderbilt assets.

Nice-to-haves

• Experience in higher education administration.
• Familiarity with student employment programs and policies.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• Vision insurance coverage.
• 401(k) retirement savings plan.
• Paid holidays and vacation time.
• Professional development opportunities.
• Flexible scheduling options.