Job Description / Duties

Responsibilities/accountabilities:

Program Administration

Supports the Coop and Internship programs in the Faculties of Business and Information Technology, Engineering and Applied Science, Science, and Social Science and Humanities by:

Working with the Faculties to review program processes and creates procedures and documents to support coop and internships for students
Understand and interpret the established guidelines, procedures, and processes for coop and internship programs in order to accurately direct and advise students and employers, and ensure the integrity of the program
Act as a point of contact for coop 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 Manager and/or with Faculty 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 coop 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 coop and internship students to inform of processes, job postings, workshops, and events
Orbis Portal Co-op Modules

Configuring the coop modules for each term. This includes changing and activating the new term, configuring all programs, configuring the status workflow, and setting up sequences
Monitoring any changes to program processes and updating the module accordingly
Train and support coop staff and faculty on processes for viewing student accounts and for marking final coop/internship reports through the coop modules
Set up interviews through the coop and internship module
Maintaining and updating 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
Troubleshoot any issue that students, faculty or coop staff may have with accessing accounts
Liaise with internal stakeholders for any module upgrades or issues that may arise
Support coop staff with creating and setting up email templates, events, appointments on the coop modules
Employer Support

Serves as a key point of contact for employers and community partners to the Career Centre in person, via email or by phone. This includes:

Monitoring the Career Centre phone line and email accounts and 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
Outreaches to new and current employers to encourage them to post positions for coop, internship, and new graduate positions
Providing information and assistance to employers regarding employment services, interview processes, deadline dates for internship, coop and career services
Guiding employers through the coop and internship hiring cycle including job posting, company information sessions, interviewing, and tracking offers and acceptances
Assisting employers in the recruitment and coordination of coop and internship placements, posting positions, tracking closing dates, coordinating interviews, preparing and delivering application packages with relevant documents (i.e. transcripts, writing samples), and preparing tax letters and other correspondence
Maintaining the online job posting system, assisting employers in setting up accounts, posting opportunities, and troubleshooting issues
Setting up and maintaining appropriate listservs and other communication networks to ensure that program information is disseminated in the most efficacious manner
Informing the appropriate team member/faculty partner of any problems or concerns expressed by students or visitors that may have a negative impact on the quality of the service, making suggestions as appropriate and assisting to help remedy the situation
Special Projects

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

Qualifications / Required Skills

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
Required Education:

Post-secondary education of 3 Academic years or equivalent of education and experience, university degree preferred

* Verification of Academic credentials may be required

Required Experience:

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

Additional Information

Hybrid position

Contact Information

https://ontariotechu.csod.com/ux/ats/careersite/4/home/requisition/782?c=ontariotechu