Academic Internship Coordinator
Chapman University, Orange, CA, United States
Academic Internship Coordinator
Position Type: Regular
Job Number: SA79424
Fair Labor Standard Act Classification: Non-Exempt
Anticipated Pay Range: $24.00-$27.00
Pay Range Information: Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Job Description Summary
Under the supervision of the Associate Registrar, the Academic Internship Coordinator oversees the academic credit internship application process for students, including approving site supervisors, maintaining and updating related documents, and overseeing the Internship Portal. This role interacts closely with colleges/schools, the Office of Career and Professional Development, Student Business Services, the Provost’s Office, and other relevant campus partners to process academic credit internships and streamline the internship application process.
Responsibilities
Coordinates and administers all aspects of the academic credit internship application process for the university, facilitates the successful and timely registration of internship courses, and acts as a liaison among the students, site supervisors, faculty, and other campus partners, including the colleges/schools and the Office of Career Professional Development (CPD).
Creates the internship class sections.
Enrolls the students into the internship via Quick Enroll.
Drafts and updates academic credit internship documents, SOPs, student email communication templates, and relevant website pages for clear and consistent dissemination of information regarding internships for credit.
Reviews and approves employers offering internships for academic credit in collaboration with the CPD. Regularly reviews CPD’s list of employers under review and informs CPD of any additional employers that should be placed under review.
Directs site supervisors and organizations interested in recruiting Chapman students for non-academic credit internships to the CPD for recruitment support.
Works closely with International Student Services (ISS) regarding timely Curricular Practical Training (CPT) documentation for F-1 Visa students, including CPT I-20s.
Collaborates with the Center for Global Education on the international internships for credit that they oversee.
Works collaboratively with faculty and administrators to process internship applications and petitions while adhering to university policies and procedures.
Manages, trains, and delegates tasks to internship student staff to facilitate the timely dissemination of internship communication and follow-up. Provides FAQs, SOPs, and templates to address internship inquiries and oversees student-staff correspondence.
Advises students on the internship application and registration process, as well as relevant university policies, and guides students on verification letters to prove student eligibility for internships.
Provides site supervisors with proof of student intern academic enrollment.
Works with the colleges/schools, Legal Affairs, Risk Management, and internship site supervisor to process Internship agreements between Chapman University and the organization.
When negative feedback is received, consults with Associate Registrar, Legal Affairs, Director of EOO, or other campus partners to evaluate the concern and determine whether further action is needed.
Develops and maintains an internship registration process to meet the needs of students, site supervisors, faculty, and other relevant campus partners.
Assists in customizing and maintaining a comprehensive internship registration database (the Internship Portal) with campus IS&T.
Utilizes the Internship Portal to process all student internship course registrations with the colleges/schools.
Monitors the effectiveness of internships for credit, and conducts surveys, including evaluations from site supervisors on student internship performance and feedback from students on the internship experience.
Analyzes feedback from site supervisors, student interns, and other key stakeholders.
Routinely reviews end-of-semester feedback from students, site supervisors, and campus partners to improve the internship application process. Addresses any concerns with students, site supervisors, and applicable campus partners. Produces and shares internship data reports with the colleges/schools and other campus partners as requested.
Performs other related duties as assigned.
Required Qualifications
This position must be able to use the Registrar’s Office customer service resources effectively, model positive client relationships and responsive communication, and lead and work within a team environment.
Bachelor’s degree or equivalent work experience.
Proven ability to provide administrative support in an administrative office with demonstrated experience in providing excellent customer service and coordinating logistics of events, applications, or other processes.
Strong communication and interpersonal skills to relate to, network, and communicate effectively with students from different backgrounds.
Strong organizational skills to collect data for internships for credit and maintain accurate and orderly records.
Writing skills to compose correspondence, prepare written material, and reports.
Ability to communicate policies and procedures for internships for credit.
Analytical skills to identify and research information, analyze and resolve problems, assess alternatives, and elevate concerns when needed.
Technical skills to learn and use enterprise systems and departmental applications related to the position.
Computer skills in the use of Microsoft Office Suite applications.
Ability to demonstrate tact and diplomacy and maintain confidentiality.
Ability to demonstrate professional demeanor and provide excellent customer service.
Ability to demonstrate initiative in the timely completion of multiple tasks and work well with team members.
Understanding of FERPA requirements and university policies, with the ability to uphold them.
Desired Qualifications
Working knowledge of Campus Solutions Student Systems.
Working knowledge of Chapman University academic programs.
Special Instructions to Applicants
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
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Position Type: Regular
Job Number: SA79424
Fair Labor Standard Act Classification: Non-Exempt
Anticipated Pay Range: $24.00-$27.00
Pay Range Information: Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Job Description Summary
Under the supervision of the Associate Registrar, the Academic Internship Coordinator oversees the academic credit internship application process for students, including approving site supervisors, maintaining and updating related documents, and overseeing the Internship Portal. This role interacts closely with colleges/schools, the Office of Career and Professional Development, Student Business Services, the Provost’s Office, and other relevant campus partners to process academic credit internships and streamline the internship application process.
Responsibilities
Coordinates and administers all aspects of the academic credit internship application process for the university, facilitates the successful and timely registration of internship courses, and acts as a liaison among the students, site supervisors, faculty, and other campus partners, including the colleges/schools and the Office of Career Professional Development (CPD).
Creates the internship class sections.
Enrolls the students into the internship via Quick Enroll.
Drafts and updates academic credit internship documents, SOPs, student email communication templates, and relevant website pages for clear and consistent dissemination of information regarding internships for credit.
Reviews and approves employers offering internships for academic credit in collaboration with the CPD. Regularly reviews CPD’s list of employers under review and informs CPD of any additional employers that should be placed under review.
Directs site supervisors and organizations interested in recruiting Chapman students for non-academic credit internships to the CPD for recruitment support.
Works closely with International Student Services (ISS) regarding timely Curricular Practical Training (CPT) documentation for F-1 Visa students, including CPT I-20s.
Collaborates with the Center for Global Education on the international internships for credit that they oversee.
Works collaboratively with faculty and administrators to process internship applications and petitions while adhering to university policies and procedures.
Manages, trains, and delegates tasks to internship student staff to facilitate the timely dissemination of internship communication and follow-up. Provides FAQs, SOPs, and templates to address internship inquiries and oversees student-staff correspondence.
Advises students on the internship application and registration process, as well as relevant university policies, and guides students on verification letters to prove student eligibility for internships.
Provides site supervisors with proof of student intern academic enrollment.
Works with the colleges/schools, Legal Affairs, Risk Management, and internship site supervisor to process Internship agreements between Chapman University and the organization.
When negative feedback is received, consults with Associate Registrar, Legal Affairs, Director of EOO, or other campus partners to evaluate the concern and determine whether further action is needed.
Develops and maintains an internship registration process to meet the needs of students, site supervisors, faculty, and other relevant campus partners.
Assists in customizing and maintaining a comprehensive internship registration database (the Internship Portal) with campus IS&T.
Utilizes the Internship Portal to process all student internship course registrations with the colleges/schools.
Monitors the effectiveness of internships for credit, and conducts surveys, including evaluations from site supervisors on student internship performance and feedback from students on the internship experience.
Analyzes feedback from site supervisors, student interns, and other key stakeholders.
Routinely reviews end-of-semester feedback from students, site supervisors, and campus partners to improve the internship application process. Addresses any concerns with students, site supervisors, and applicable campus partners. Produces and shares internship data reports with the colleges/schools and other campus partners as requested.
Performs other related duties as assigned.
Required Qualifications
This position must be able to use the Registrar’s Office customer service resources effectively, model positive client relationships and responsive communication, and lead and work within a team environment.
Bachelor’s degree or equivalent work experience.
Proven ability to provide administrative support in an administrative office with demonstrated experience in providing excellent customer service and coordinating logistics of events, applications, or other processes.
Strong communication and interpersonal skills to relate to, network, and communicate effectively with students from different backgrounds.
Strong organizational skills to collect data for internships for credit and maintain accurate and orderly records.
Writing skills to compose correspondence, prepare written material, and reports.
Ability to communicate policies and procedures for internships for credit.
Analytical skills to identify and research information, analyze and resolve problems, assess alternatives, and elevate concerns when needed.
Technical skills to learn and use enterprise systems and departmental applications related to the position.
Computer skills in the use of Microsoft Office Suite applications.
Ability to demonstrate tact and diplomacy and maintain confidentiality.
Ability to demonstrate professional demeanor and provide excellent customer service.
Ability to demonstrate initiative in the timely completion of multiple tasks and work well with team members.
Understanding of FERPA requirements and university policies, with the ability to uphold them.
Desired Qualifications
Working knowledge of Campus Solutions Student Systems.
Working knowledge of Chapman University academic programs.
Special Instructions to Applicants
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
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