Coordinator of Internships - Health Promotion & Kinesiology

TITLE

Coordinator of Internships

JOB SUMMARY

The purpose of this position is to support the Administrator of Student Services in overseeing the School of Health Promotion and Kinesiology (SHPK) internships, maintaining existing and expanding community partnerships, and safeguarding SHPK documents related to pre, during and post internship activities. In addition, this position requires on-going and timely communication between students and faculty, staff, and community partners to promote transparency regarding responsibilities and expectations and continuity in relationships and collaborative partnerships. Lastly, this position requires in-depth knowledge of the Internship Handbooks for students in Kinesiology and Public Health.

Work is performed under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Administrator of Student Services, SHPK

Supervises: No supervisory responsibilities

ESSENTIAL DUTIES - May include, but not limited to the following:

• General

  • Working understanding of the objectives of the internship experiences, including pre-internship eligibility (e.g. deadlines and timelines) and compliance requirements (e.g. health insurance and vaccine requirements).

  • Procedures for arranging an internship.

• Student Interface

  • Communicate internship requirements.

  • Ensure students are registered for the internship course.

  • Ensure the completion of Internship proposal forms.

  • Prepare attestation letters to be submitted to internship site coordinators.

  • Coordinate the collection and review of student conduct and performance evaluation forms.

  • Arrange meetings with appropriate Faculty, Staff, or Site-Coordinators when necessary.

• Site-Internship Coordinator Interface

  • Assist in the preparation and coordination of memorandum of agreements with internship sites.

  • Communicate needs and responsibilities of the internship to the internship sites.

  • Communicate expectations and responsibilities from the internship sites to the students.

  • Communicate hospital onboarding materials to students.

• Internship Partnerships

  • Develop partnerships with existing and potential future internship sites.

  • Arrange meetings between representatives of the SHPK and Education/Medical Directors at internship sites.

  • Engage in internship fairs.

  • Reviews and revises affiliation agreements.

  • Coordinate with community agencies and TWU Office of General Counsel to execute affiliation agreements and/or educational experience agreements.

  • Responsible for collecting, documenting, storing, and secure disposal of all SHPK student pre-internship related documents.

  • Examine student's compliance requirements to prepare and send Attestation Letters to internship sites.

  • Answers correspondence as assigned without referring to the administrator.

  • Assembles and organizes materials used by the supervisor in completing work assignments.

ADDITIONAL DUTIES

• Provides interpretations of policies and procedures concerning the department or college.

• Examines correspondence, determines work priorities and schedules.

• Compiles or supervises the gathering of information.

• Checks departmental office efficiency and implements procedures accordingly.

• Maintains confidential records and files.

• Coordinates work with other campus departments as needed.

• Performs counsel for the administrative office on departmental or institutional matters, supplying information from a variety of sources.

• Plans for official guests and receives guests in the absence of the administrator as required.

• Works with outside agencies to establish and maintain internship opportunities.

• Documents and maintains data on internships as required for departmental, college, or accreditation purposes.

• Assures that the quality of the internship opportunity meets the educational learning objectives of SHPK.

• Communicates internship opportunities to students, faculty, and advisors.

• Management of affiliation agreements, contact with site supervisors, and management of student applications for internship.

• Assists with the execution of the SHPK record retention policy related to pre-internship compliance documentation.

• Assists with student outreach and engagement activities.

• Performs other duties as requested.

EDUCATION

Bachelor's degree required.

EXPERIENCE

Five years' clerical or administrative office experience. Experience with legal contracts and/or working in a university setting preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of the purpose of practicum and internships.

• Knowledge of legal contracts.

• Knowledge of Microsoft Office Suite.

• Ability to have attention to detail.

• Knowledge of office practices and methods.

• Ability to perform mathematical calculations and/or verify information accurately.

• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.

• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to communicate effectively orally, by phone, in person, and in writing.

• Ability to represent the department and University in a friendly, courteous, and professional manner.

• Ability to use a personal computer and other office equipment, including related university software and email.

• Ability to work independently with minimal supervision.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.