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.
Working conditions:
The role requires regular in-person presence to support student program operation in Lemont, Illinois.
This position description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of the job incumbent.
Consequently, the job incumbent may be required to perform other duties as assigned.
Position Requirements
Knowledge, skills, and experience required:
PA2: Minimum of a Bachelor's degree and 2+ years of experience, or equivalent.
High school diploma and four or more years of related administrative support experience, or an equivalent combination of education and experience.
Working knowledge of administrative support practices, office procedures, records management, and data-entry processes.
Experience supporting administrative processes that require accuracy, organization, and attention to deadlines.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and database software applications.
Ability to prepare, edit, format, track, and maintain documents and electronic records, including converting documents to PDF when needed.
Familiarity with electronic mail systems, electronic data management, and Mac and/or PC computer environments.
Ability to follow established procedures, prioritize assigned work, and manage multiple routine assignments and deadlines.
Strong written and verbal communication skills, including the ability to provide clear information and interact professionally, tactfully, and diplomatically with individuals at all levels within and outside the Laboratory.
Ability to identify routine issues, use established procedures to resolve them, and escalate non- routine matters appropriately.
Ability to work effectively in a team environment and maintain professional, respectful interactions with colleagues, students, and internal stakeholders.
Ability to adapt to updated procedures,…