Academic Internship Coordinator

Chapman University Careers•Irvine, CA

21h•Onsite

About The Position

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.

Requirements

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 escalate 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.

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
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.
Work 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.