Assistant Director, Student Program Staffing Operations

Department

Crown HR and Faculty Affairs

About the Department

As one of the first schools of social work in the United States, the Crown Family School of Social Work, Policy, and Practice has shaped the field for more than 100 years. As part of the University of Chicago, the Crown Family School shares the University's core values and distinctive intellectual culture. Crown Family School faculty, staff, and students focus on identifying solutions to complex social problems through research, training, and direct community engagement. Guided by an interdisciplinary tradition, Crown Family School scholars conduct innovative research to address interconnected social challenges such as educational inequality, health disparities, crime and violence, poverty, and child and family welfare—working at multiple scales, from individual to policy-level interventions. More than 10,000 Crown Family School graduates in the US and globally hold leadership positions in academia, at nonprofits, in business, and at governmental agencies. The Crown Family School is the home of three academic centers. These include the Susan and Richard Kiphart Center for Global Health and Social Development, the Kersten Institute for Urban Education, and the Center for Climate, Health, and Society (CHAS). More information may be found at https://crownschool.uchicago.edu/.

Since 1976, the Neighborhood Schools Program (NSP) has connected University of Chicago students with local schools, public service offices, and community organizations. Each year, University students serve as teaching assistants, tutors, mentors, technology coordinators, administrative interns, and general support staff, positively impacting the learning experiences of 2,500 to 5,000 children.

Over time, NSP has also become a key connector between University resources and local schools, collaborating with campus programs, coaching student organizations, and consulting with faculty to strengthen educational partnerships. The program embodies the University’s civic mission by fostering sustained, mutually beneficial relationships with schools and families, expanding the University’s capacity for meaningful engagement in PreK–12 education while providing rich, hands-on learning experiences for its students. More information may be found at https://nsp.uchicago.edu/.

Job Summary

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.

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 proce