Orientation Coordinator 2027

Chapman University Careers•Irvine, CA

9d•Onsite

About The Position

The Orientation Coordinator role is a significant position within the university's orientation program, focusing on the planning, implementation, and execution of orientation activities for incoming students and their families. This role involves extensive collaboration with various university departments, student leaders, and administrative staff to ensure a smooth and engaging orientation experience. The coordinator will contribute to the mission and goals of the orientation program, assist in the selection and training of Orientation Leaders, and manage a wide range of logistical, promotional, and programming tasks. This position requires strong organizational, communication, and leadership skills, with a focus on creating a welcoming and informative environment for new students.

Requirements

Serve as an Orientation Leader for at least one year.

Nice To Haves

Academic Affairs: Coordinate Academic Partners joining Orientation Leader training, when applicable.
Liaison with Academic Units Departmental Major Meetings.
College/School Welcome Dinners.
Academic Tabling Session.
Student Services Fair.
Behind the Scenes (BTS) Working collaboratively with the Marketing Orientation Coordinator on the creation and filling of the BTS.
Coordinating with the other Orientation Coordinators on creating rotation assignments for Orientation Leaders in tandem with the BTS.
Collaborate with Operations and Marketing Orientation Coordinators to communicate the most up to date information.
Facilitation of revisions with the other Orientation Coordinators.
Coordinate with the Graduate Assistant to ensure the editing of facilitation guides for Fenestra Forums and Transfer Forums.
Meet with Facilities, Event Operations, and Media Services alongside Assistant Director and Operations Orientation Coordinator to review the Operations & Logistics Guide.
Communication: Student & Family phone calls and emails.
Orientation Leader reminders & Flare setup.
Assist the Marketing Orientation Coordinator with Virtual Postcards.
Main contact for: Academics Department Representatives, Student Services, All those represented at the Student Services Fair, Event presenters.
Marketing Orientation Coordinator: Communication and Promotion.
Promotion of the Orientation Leader Position.
Visit Student Organizations to discuss the position.
Organize the promotion at the Spring involvement fair.
Reach out to academic partners and campus leadership about the position.
Organize tabling dates and materials for tabling in the piazza.
Create and design printed materials for the promotion of the position.
Collaborate with Housing Communications Coordinator and RLFYE Marketing Staff members on aligned materials.
Create social media designs for marketing of the position Instagram stories, posts, and video content.
Reach out to Dean Hutchison’s team for inclusion in the Weekly Announcements.
Send emails to the student body to share the position.
Promotion of the Becoming Panthers and Candle Lighting Ceremony applications.
Coordinate with the Orientation Coordinators for Special Events & Family & Transfers for logo/design.
Organize any tabling dates and reaching out to necessary student orgs and academic partners.
Share designs through social media to promote the application as necessary.
Orientation Leader Training: Create and design the Spring and Fall slide design and layout.
Coordinate with Assistant Director and Graduate Assistant to gather lists of materials, create presentations, creation of the shared Microsoft folder for training.
Creation of nametags for Orientation Leaders upon theme decision.
Organize the drop off times for merch deliveries during training week.
Lead training sessions as delegated.
Liaison to Strategic Marketing and Communications and Housing Communications Coordinator.
Design all the Orientation Leader Gear and Swag.
New Student swag items.
New Family swag items.
Communicate with Show your Spirit to determine order amounts and numbers.
Media: Orientation Staff Bios and Pictures.
Facilitate Orientation Coordinator story takeovers during the week the posts were going live.
Act as Social Media Ambassador (Instagram Live, posts, stories) as needed.
Manage orientation website updates (Cascade & WordPress).
Facilitate the Orientation Leader headshots at Spring Training.
Use Chapman’s Photo Shelter for media related posts.
Create digital signage as needed to promote Orientation.
BTS: Creation of the BTS Document.
Collaborate with Orientation Coordinators for Operations and Event Logistics for the most up to date information.
Solidify template and layout of the BTS document.
Uploading of all specified materials to SharePoint.
Facilitate the editing of facilitation guides for Fenestra Forums into the BTS.
Inform Orientation Leaders of any changes made post-print.
Communication: Student phone/email troubleshooting.
Speak at Family Orientation events; Making the Transition and others as needed.
Main contact for: Strategic Marketing & Communication Nicole Bigley, Audrey Gilmore, and Katie Bean, Residence Life Housing Communications Coordinator Selena Walter, Show Your Spirit John Deacon.
Operations: Create Operations and Logistics Guide for pre-orientation and orientation events.
Work collaboratively with the Event Logistics Orientation Coordinator to finalize the Operations and Logistics Guide.
Work collaboratively with Facilities Management, Event Management, Media Services, and Public Safety for Operations.
Collaborate with the Marketing and Event Logistics Orientation Coordinators to provide the most up to date information when creating the BTS.
Work with the Assistant Director on 25 Live Bookings for Pre-Orientation programs including; Find Your Balance, Next Steps Ahead, International Student Orientation, Exploratory Pre-Orientation Program, and Summer Bridge.
Book all event spaces required for orientation and pre-orientation programs.
Complete 25 Live Training at the start of your role.
Ensure that the First-Year and Transfer Student and Family Orientation schedules do not have conflicts or overlap with each other.
Organize Orientation events and schedules to ensure that setup and takedown times do not overlap or interfere with other events.
Work with the Assistant Director on organizing Fenestra and Transfer Forums in their Forum locations.
New Student Programming.
Support the Assistant Director with the implementation of resilience and story building events and trainings.
Host and speak at the Becoming Panthers event.
Collaborate with the Assistant Director on application materials and selection of student speakers.
Content to be determined in the Spring Semester.
Support student speakers with speeches and process of preparing to perform.
Connect with Strategic Marketing and Communication to facilitate run through and editing process.
Organize ribbon cutting.
Create the Becoming Panthers Fenestra Forum facilitation guide.
Assist the Transfer Orientation Coordinator with the integration of Becoming Panthers in the Transfer Forum facilitation guide.
Coordinate Involvement Socials.
Work with Assistant Director and Student Engagement to coordinate participants and Orientation Leaders to be present.
Create and update facilitation guide Opening remarks & welcome to event.
Coordinate Regional Receptions.
Identify 3-4 Orientation Leaders to facilitate.
Create optional facilitation guide and presentation template for receptions.
Large scale evening programs.
Plan and facilitate Chapman After Dark.
Collaborate with UPB on pre-event logistics for Friday evening programming.
Coordinate with Orientation Coordinator that will be present at the event.
Plan and create Saturday evening’s “Fall Kick-Off".
Assist as needed for Candle Lighting and Playfair.
Create event specific signage as needed: Involvement Socials, Chapman After Dark, Fall Kick-Off.
Entertainment: Coordinate music for Orientation meals Wednesday lunch and Thursday brunch.
Create appropriate playlists for family events.
Designate Orientation Leaders to support utilizing the speakers.
Liaison to Special Event Groups Student Engagement for Involvement Socials and UPB Dance, Commuter Students, Special Events Contractors Chapman After Dark, We Are Chapman, and Fall Kick-Off i.e. Silent Disco Headphones, Ronobir, NEffect.
Students of Concern.
Communication: Student & Family phone calls.
Transfer & Family Orientation Coordinator Liaison to Families and Coordination of Family Programs.
Coordinate Family Check-in.
Coordinate Inside the Student Experience.
Coordinate Transfer Welcome Ceremony.
Coordinate Office of Parent and Family Engagement.
Coordinate Summer Events.
Coordinate and manage Orientation Leader support in Summer Welcome Receptions.
Present at Transfer Admissions Panels in the Spring semester.
Coordinate Transfer Orientation Promotion and recruitment of the Transfer Orientation Leader position.
Work with Assistant Director to provide specific communication via the Transfer Chapman Connection email during the summer.
Coordinate Transfer Orientation.
Coordinate Transfer Orientation Leader Training.
Coordinate Transfer Student & Family Check-in.
Coordinate Transfer Special Events.
Coordinate Transfer Traditions Celebration.
Coordinate Mix & Mingle Off-Campus Event (between Thursday-Saturday).
Coordinate Transfer Candle Lighting Ceremony.
Coordinate Transfer Summer Social.
Coordinate Transfer Forum Facilitation Guides.
Coordinate Special Event Candle Lighting Ceremony (both First-Year & Transfer Candle Lighting Ceremonies).
Select 4 individuals through the application process to serve as the 4 pillars (Spiritual, Intellectual, Physical, Social).
Support students in creating their speech.
Meet with Strategic Marketing and Communication to prepare speeches.
Work with Fish Interfaith Center to coordinate Candle Lighting & Speeches.
Build out training and instructions for Candle Lighting roles & positions.
Communication: Main liaison for family phone calls and emails leading up to Orientation.
Coordinate information center during orientation week.
Work with Graduate Assistant & Assistant Director to create email templates for family and student questions.
Main point of contact for: Fish Interfaith Center, Office of Parent and Family Engagement.

Responsibilities

Assist in the production and implementation of the Orientation mission statement and goals.
Assist in the selection of Orientation Leaders for Fall Orientation 2027.
Provide input and feedback on Orientation concerns.
Assist in the development of Orientation Leader training in the Spring and Fall.
Coordinate and attend designated Fall Orientation activities.
Generate enthusiasm for Orientation and its activities.
Write correspondence related to planning Orientation.
Coordinate and complete required University forms and contracts.
Meet at least once weekly to plan Orientation with the Orientation Team.
Meet weekly with the Assistant Director to go over tasks and job responsibilities.
Meet biweekly with the Graduate Assistant to go over tasks and job responsibilities.
Meet as needed with the Associate Director to go over tasks and job responsibilities.
Serve as an active member of the Orientation Team.
Complete administrative tasks related to Orientation such as filing and evaluations.
Assist with the creation and implementation of RLFYE programs throughout Spring & Summer.
Maintain cleanliness and order in all workspaces.
Inventory and organize orientation storage spaces.
Complete and submit all Transition Notes.
Complete other duties as assigned.
Facilitate communication for the Student Services Fair while working with the Operations Orientation Coordinator for department needs.
Organize the inclusion of PowerPoints in Calendar invites for Family sessions.
Make the Transition and Just for Families.
Assist Associate Director with the Public Safety Guide.
Send Calendar invites to all presenters with detailed information.
Serve as the main contact to Student Business Services/Office of Financial Aid.
Responsible for the creation of the Orientation Operations and Logistics Guide with detailed information for all events.
Coordinate with the Operations Orientation Coordinator to fulfill this project.
Work collaboratively with Facilities Management, Event Operations, Media Services, and Public Safety for event logistics.
Physically check room locations with the Operations Orientation Coordinator to ensure correct setups and resources.
Coordinate the Campus partners for Student and Family Check-in, Academics Tabling Sessions, Departmental Major Meetings, Open Houses and Student Services Fair.
Work as point of contact for day of production.
Assist Marketing Orientation Coordinator with Orientation Leader promotion via communication with Campus Partners.
Coordinate and Plan the Academic and Social Programming.
Support Transfer and Family Orientation Coordinator with transfer student rotations and schedule.
Fenestra Forum and Departmental Major Meeting locations.
Point of contact for access and setup to rooms across campus during Orientation.
Communicate Student & Family phone calls and emails.
Main point of contact for: Event Scheduling: Sonya Hall & Martina Vlatkovic, Media Services & Facilities Dindo Farol & Joey Anderson, Musco Center for the Arts Malisa Coyne & Aaron Thompson, Memorial Hall James Ackles-Park & Andrew Weinberg.
Communicate Summer correspondence to commuter students, commuter Orientation Leaders, and 3rd Year Orientation Leaders for attendance and support.
Coordinate Commuter student social (summer & during Orientation).
Coordinate Commuter Student Welcome Panel or Open House.
Coordinate Orientation Leaders for Panel.
Create presentation for session Becoming Panthers.
Support the Assistant Director with the implementation of resilience and story building events and trainings.
Host and speak at the Becoming Panthers event.
Collaborate with the Assistant Director on application materials and selection of student speakers.
Support student speakers with speeches and process of preparing to perform.
Connect with Strategic Marketing and Communication to facilitate run through and editing process.
Organize ribbon cutting.
Create the Becoming Panthers Fenestra Forum facilitation guide.
Assist the Transfer Orientation Coordinator with the integration of Becoming Panthers in the Transfer Forum facilitation guide.
Coordinate Involvement Socials.
Work with Assistant Director and Student Engagement to coordinate participants and Orientation Leaders to be present.
Create and update facilitation guide for Opening remarks & welcome to event.
Coordinate Regional Receptions.
Identify 3-4 Orientation Leaders to facilitate.
Create optional facilitation guide and presentation template for receptions.
Plan and facilitate Chapman After Dark.
Collaborate with UPB on pre-event logistics for Friday evening programming.
Coordinate with Orientation Coordinator that will be present at the event.
Plan and create Saturday evening’s “Fall Kick-Off".
Assist as needed for Candle Lighting and Playfair.
Create event specific signage as needed: Involvement Socials, Chapman After Dark, Fall Kick-Off.
Coordinate music for Orientation meals Wednesday lunch and Thursday brunch.
Create appropriate playlists for family events.
Designate Orientation Leaders to support utilizing the speakers.
Liaison to Special Event Groups Student Engagement for Involvement Socials and UPB Dance, Commuter Students, Special Events Contractors Chapman After Dark, We Are Chapman, and Fall Kick-Off i.e. Silent Disco Headphones, Ronobir, NEffect.
Communicate Student & Family phone calls.
Serve as Transfer & Family Orientation Coordinator Liaison to Families and Coordination of Family Programs.
Coordinate Family Check-in.
Coordinate Inside the Student Experience.
Coordinate Transfer Welcome Ceremony.
Coordinate Office of Parent and Family Engagement.
Coordinate Summer Events.
Coordinate and manage Orientation Leader support in Summer Welcome Receptions.
Present at Transfer Admissions Panels in the Spring semester.
Coordinate Transfer Orientation Promotion and recruitment of the Transfer Orientation Leader position.
Work with Assistant Director to provide specific communication via the Transfer Chapman Connection email during the summer.
Coordinate Transfer Orientation.
Coordinate Transfer Orientation Leader Training.
Coordinate Transfer Student & Family Check-in.
Coordinate Transfer Special Events.
Coordinate Transfer Traditions Celebration.
Coordinate Mix & Mingle Off-Campus Event (between Thursday-Saturday).
Coordinate Transfer Candle Lighting Ceremony.
Coordinate Transfer Summer Social.
Coordinate Transfer Forum Facilitation Guides.
Coordinate Special Event Candle Lighting Ceremony (both First-Year & Transfer Candle Lighting Ceremonies).
Select 4 individuals through the application process to serve as the 4 pillars (Spiritual, Intellectual, Physical, Social).
Support students in creating their speech.
Meet with Strategic Marketing and Communication to prepare speeches.
Work with Fish Interfaith Center to coordinate Candle Lighting & Speeches.
Build out training and instructions for Candle Lighting roles & positions.
Main liaison for family phone calls and emails leading up to Orientation.
Coordinate information center during orientation week.
Work with Graduate Assistant & Assistant Director to create email templates for family and student questions.
Main point of contact for: Fish Interfaith Center, Office of Parent and Family Engagement.