Co-op and Internship Coordinator - Limited Term

ontariotechu•Oshawa, ON

3d•Onsite

About The Position

The Co-op and Internship Coordinator assists the organization and coordination of programs and initiatives that support career development and experiential learning among students and alumni at Ontario Tech University. Reporting to the Manager, Co-op and Internships, this position is accountable for information and program coordination, administrative support, and special projects within the unit to promote student engagement and success at Ontario Tech University. The Coordinator works in close collaboration with students, staff, and faculty members across the university to oversee the administration of career development and co-op/internship programs, services, and resources for students.

Requirements

Excellent customer service skills, professionalism, and diplomacy
Superior organizational skills
Ability to work effectively individually and within a team environment
Strong computer skills and competency with Excel, Word, PowerPoint, Google Drive, and internet and database software, willingness to learn new software as required
Demonstrated ability to work collaboratively and communicate effectively in writing and orally
Proven ability to multitask and work well under pressure in a fast-paced environment with strict deadlines
Demonstrated ability to take initiative, problem solve, exercise sound judgment, and respect the confidential nature of student information
Demonstrated sensitivity to the needs of students with a variety of abilities, cultures, and backgrounds
Minimum of three to five years proven experience working in an administrative role, preferably in a university setting

Nice To Haves

Knowledge of co-operative education and internship programs and the Orbis system is an asset.

Responsibilities

Supports the Co-op and Internship programs by working with the Faculties to review program processes and creates procedures and documents to support co-op and internships for students.
Understands and interprets established guidelines, procedures, and processes for co-op and internship programs to accurately direct and advise students and employers, and ensure program integrity.
Acts as a point of contact for co-op and internship programs for students, faculty, staff, and employers.
Identifies scenarios (e.g., unique requests that do not fit within existing guidelines) requiring consultation with the Manager and/or Faculty/School program partners and participates in discussions to inform decisions.
Maintains records for all program information, compiles statistics, and prepares content for reports.
Obtains feedback from employers, students, and partners to inform recommendations for improvements to the program and processes.
Contributes to other Career Centre activities as needed, representing the co-op and internship programs while supporting career fairs, employer relations, and recruitment services.
Liaises with faculty representatives to track student placements, evaluation of work-term reports, and submission of final grades.
Creates a weekly newsletter for co-op and internship students to inform them of processes, job postings, workshops, and events.
Configures the co-op modules for each term, including changing and activating the new term, configuring all programs, configuring the status workflow, and setting up sequences.
Monitors any changes to program processes and updates the module accordingly.
Trains and supports co-op staff and faculty on processes for viewing student accounts and for marking final co-op/internship reports through the co-op modules.
Sets up interviews through the co-op and internship module.
Maintains and updates database records and files concerning employer and student applications and activity by term and assists in the preparation of reports and information to relevant Faculties and departments.
Troubleshoots any issues that students, faculty, or co-op staff may have with accessing accounts.
Liaises with internal stakeholders for any module upgrades or issues that may arise.
Supports co-op staff with creating and setting up email templates and events.
Serves as a key point of contact for employers and community partners to the unit in person, via email, or by phone.
Monitors the Career Centre phone line and email accounts, providing information about programs and services, special events, policies, and procedures, and/or directs queries to the appropriate staff member or university office in a timely and professional manner.
Provides information and assistance to employers regarding employment services, interview processes, and deadline dates for internship, co-op, and career services.
Guides employers through the co-op and internship hiring cycle, including job posting, company information sessions, interviewing, and tracking offers and acceptances.
Assists employers in the recruitment and coordination of co-op and internship placements, posting positions, tracking closing dates, coordinating interviews, preparing and delivering application packages with relevant documents (e.g., transcripts, writing samples), and preparing tax letters and other correspondence.
Maintains the online job posting system, assisting employers in setting up accounts, posting opportunities, and troubleshooting issues.
Sets up and maintains appropriate lists and other communication networks to ensure program information is disseminated effectively.
Informs the appropriate team member/faculty partner of any problems or concerns expressed by students or visitors that may negatively impact service quality, making suggestions as appropriate and assisting to remedy the situation.
Carries out and participates in special projects on behalf of the Career Centre as required.