Program Coordinator (Student Programming Coordinator)

Indianapolis, IN, United States

Department

UNIVERSITY COLLEGE (IN-UCOL-IUINA)

Department Information

The Life-Health Sciences Internship Program at IU Indianapolis is an academic year internship for 75 interns per year in on-campus health and science settings. The Sophomore Internship Program is a one semester internship during the academic year serving 20 students per semester. For both programs, applicants engage with programming and support in applying and interviewing and interns receive professional development throughout the year, support from program staff, complete an ePortfolio, and present at an end of year showcase.

Job Summary

The Program Coordinator provides assistance to the Life-Health Sciences Internship Program (LHSI) and leads the Sophomore Internship Program (SIP).

Department-Specific Responsibilities

Provides event support, preparation, staffing, and event-related administrative processing.

Represents the office and programs at campus-wide events and classroom presentations and responds to inquiries from students, employers, and staff.

Processes internship applications, hiring paperwork, matching processes, timesheet maintenance, and learning reflections.

Provides some supervision of LHSI Intern Ambassadors.

Provides administrative support for the Life-Health Sciences Internship Program and Sophomore Internship Program, including event support for collaborative events.

Creates requisitions and placement of event-related orders. Manages LHSI travel grants and sets up and reimburses intern travel.

Provides logistical support for annual showcase.

Represents the office and the program to applicants, current interns, and alumni.

Serves as primary contact for Sophomore Internship Program employers and interns. This includes staffing collaborative events by the office and the program, other campus events, and LHSI/SIP in classroom settings.

Manages all aspects of applicant information sessions and coordinate mid-year workshop, including guidance for ambassadors on setting goals and generating programming content as needed.

Maintains communications with interns throughout their experiences.

Answers intern questions about program requirements, deadlines, and worksite issues, and gives feedback on reflections and assignments.

Conducts virtual or in-person site visits with interns.

Manages processes for assessing interns, critical reflections for awarding credit on the record of experiential and applied learning.

Promotes and provides general information about the Life-Health Sciences Internship Program and Sophomore Internship Program. This includes management of the programs, e-mail accounts and Canvas sites, reminders to interns about program events and deadlines, weekly newsletter for interns, biweekly newsletters for alumni, and maintenance of content and supply of printed materials.

Delivers group workshops and individual coaching on resume development, interview skills, and professionalism for prospective and current interns.

Manages intern outcomes data and program evaluation data, designs and presents additional intern or applicant educational programming.

Writes for professional publication or presentation, design reflective activities that work with the existing ePortfolio work, create supplemental professional development materials for internship sites to use with interns, and assisting with additional campus initiatives that align with LHSI and SIP program goals.

Supervises all Ambassadors in Director's absence.

Assists in application processing, hiring support, and orientation (intern and site supervisor) for the Life-Health Sciences Internship Program and Sophomore Internship Program.

Participates in regular meetings of program staff.

General Responsibilities

Assists with administrative needs related to the daily operations, planning, and implementation of student programs. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.

Serves as a liaison to campus partners for cross-departmental student programming, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.

Provides assistance to program participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports.

Greets students and/or program participants; may assist with program check-in and check-out. Provides directions, support, and information to program participants.

Assists with daily scheduling, training, and gathering program feedback. May prepare and disseminate handouts, presentations, or other program materials.

Assists with ordering or creation of promotional materials to encourage student participation.

Takes on tasks of increasing complexity, such as performing benchmarking research of student programming at other higher education institutions or designing routine surveys to gauge student satisfaction and program effectiveness.

May provide guidance to other Student Programming Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

Required

4 years in office environment, higher education, or related field

SKILLS

Required

Proficient in communication skills

Maintains a high degree of professionalism

Demonstrated time management and priority setting skills

Demonstrates a high commitment to quality

Possesses flexibility to work in a fast paced, dynamic environment

Highly thorough and dependable

Possesses a high degree of initiative

Ability to build strong customer relationships

Demonstrated ability to maintain confidential information

Effective interpersonal skills

Demonstrated customer service skills

Commitment to working with people of diverse backgrounds and demonstrated cultural competency

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Additional Information

This is a 50 percent grant-funded position.

Work Location

IU Indianapolis campus

Indianapolis, Indiana

Advertised Salary

$40,000 per year

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including: Multiple plan options for medical insurance

Dental insurance

Health Savings Account with generous IU contribution

Life insurance, LTD, and AD&D options

Base retirement plan contribution from IU, subject to vesting

Additional supplemental retirement plan options

Tuition benefit for IU classes

10 paid holidays per year

Generous Paid Time Off

Paid Parental Leave

Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Programming

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

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Telephone: 812-856-1234