Company: Ontario Tech University

Location: Oshawa, ON

Expected salary: $60852 per year

Job date: Wed, 12 Mar 2025 00:17:21 GMT

Job description: Co-op and Internship CoordinatorTracking Code: req1493Faculty/Department: Co-op, Experiential Learning, and Career Development OfficeNumber of Positions: 1Appointment Type: Full-Time ContinuingHours of Work: 35 hours per weekSalary Range: Level 7 – Starting Salary, Step 1 $60,852Posting Date: March 10, 2025Closing Date: March 21, 2025 (7:00 pm EST)Job SummaryThe 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. Reporting to the Manager, Co-op and Internships, this position is accountable for information, administrative support and special projects within the department to promote student engagement and success.Duties and Responsibilities1) Program Administration:

• Works with faculties to review program processes and create procedures and documents to support co-op and internships for students
• Interprets established guidelines, procedures, and processes for co-op and internship programs to direct and advise students and employers
• Acts as a point of contact for co-op and internship programs for students, faculty, staff, and employers
• Recognizes and identifies scenarios and special requests that require consultation with management or program partners, and engages in discussions to support decision making
• 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
• Liaising with faculty representatives to track student placements, evaluation of work-term reports, and submission of final grades
• Creates weekly newsletter for co-op and internship students to inform of processes, job postings, workshops, and events

2) Orbis Portal Co-op Modules:

• Configures co-op modules: change and activate new terms, configure programs, configure status workflow, set up sequences
• Monitors changes to program processes and updates modules accordingly
• Trains and supports co-op staff and faculty on processes for viewing student accounts and for marking final co-op/internship reports through 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 assisting in the preparation of reports and information to relevant Faculties and departments
• Troubleshoots any issue that students, faculty or co-op staff have when accessing accounts
• Liaises with internal stakeholders regarding module upgrades and issues
• Supports co-op staff with creating and setting up email templates and events

3) Employer Support:

• Serves as key point of contact for employers and community partners to the department in person, via email or by phone
• Monitors the Career Centre phone line and email accounts and provides information regarding programs and services, special events, policies and procedures; directs queries to appropriate staff or university office as needed
• Provides information and assistance to employers regarding employment services, interview processes, deadline dates for internship, co-op and career services
• Guides employers through co-op and internship hiring cycles 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 online job posting system, assists employers in setting up accounts, posting opportunities, and troubleshooting issues
• Sets up and maintains appropriate listservs and other communication networks to ensure that program information is disseminated in the most efficacious manner
• Informs appropriate team faculty partners of problems or concerns expressed by students or visitors; makes suggestions as appropriate and assists in resolution

4) Special Projects:

• Carries out and participates in special projects on behalf of the Career Centre

Education:

• Post-secondary education of three academic years required
• An equivalent combination of education and experience may be considered
• Completion of university degree preferred

• Verification of Academic credentials may be required

Experience:

• Minimum of three to five years proven experience working in an administrative role, preferably in a university setting

Knowledge:

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

Required Skills:

• 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

How to Apply:Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until March 21, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website and which may be amended from time-to-time.Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’sThe university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.Job Location: Oshawa, Ontario, CanadaExpected Start Date: 4/1/2025