CELS Student Program Assistant

The Student Program Assistant provides administrative and program support for student appointments within the Computing, Environment and Life Sciences (CELS) Shared Services Human Resources Support team. Under general supervision, the assistant follows established procedures to support recruitment, onboarding, appointment changes, extensions, and offboarding activities. This role works with HR team members, hiring managers, students, and other stakeholders to gather information, prepare documentation, update systems and tracking tools, and respond to routine questions about student program processes.

Key responsibilities include:

• Coordinate administrative activities for student recruitment, onboarding, appointment extensions and changes, and offboarding, following established procedures.
• Prepare, review, route, and maintain student appointment documents, templates, forms, and compliance materials; identify missing or incomplete information and resolve or escalate as appropriate.
• Track student appointments, deadlines, required documentation, and onboarding/offboarding status using established systems, spreadsheets, and procedures.
• Coordinate routine onboarding and offboarding activities, including new-hire communications, gate pass requests, termination notifications, and related process steps.
• Enter and update student-related information in Workday and other business systems.
• Process routine foreign national assignment requests in accordance with established procedures.
• Maintain master spreadsheets, electronic files, and records to support accurate student program administration and reporting.
• Gather and compile routine information from multiple sources to support student program tracking and assigned administrative requests.
• Provide information and guidance to students, hiring managers, and internal stakeholders on established student program procedures and administrative requirements.
• Support HR-related projects and other administrative requests as assigned by the HR Team Lead.

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