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. - 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.
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 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.
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,
physical disability, mental disability, medical condition, military and veteran 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.
The offer of employment is contingent upon satisfactory completion and
outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman
University Agreement to Arbitrate.
Minimum Number of References: 1
Maximum Number of
References: 3
