ID: 13216

Internship Coordinator

Queens University - Kingston, ON

Website: https://www.queensu.ca/


Reporting to the Director, Career Services, and taking direction from the Head Internship Coordinator, the Internship Coordinator contributes to the success of experiential learning programs coordinated by Career Services, with specific focus on the Queen’s Undergraduate Internship Program (QUIP). The Internship Coordinator performs complex program coordination duties to ensure superior service and advising to students and employers, and effective relationships with program partners. The internship team is highly collaborative, with constant communication among team members performing integrated duties.


  • Completion of university degree combined with several years’ experience with an internship, cooperative education or other experiential education program and with student advising is required.
  • Experience with program coordination
  • Experience providing job search advising and developing and delivering workshops
  • Knowledge of experiential learning theory and practices
  • Knowledge of workplace dynamics and strategies
  • Knowledge of effective job search strategies, job search resources, and recruitment trends
  • Satisfactory Criminal Records Check and Vulnerable Sector Screening required
  • Consideration may be given to an equivalent combination of education and experience

Additional Requirements

  • High-level planning, time-management and organizational skills to manage competing priorities and meet deadlines
  • Ability to work independently and in a highly collaborative team environment
  • Ability to assess priorities and handle complex projects and problems simultaneously
  • Proficient in the use of personal computers and the software applications normally associated with them (i.e., Microsoft Office, web browsers, etc.). Ability to adapt to emerging technology and new software. Knowledge of the MyCareer system (or similar career services system) an asset
  • Strong interpersonal skills to build positive and productive working relationships with others
  • Relationship building and sales skills. Ability to take the perspective of another individual and gain a thorough understanding of the diverse challenges they face. Must possess an ability to be both adaptable and flexible
  • Public and human relations skills, including diplomacy and tact in dealing with sensitive issues
  • Research and writing skills
  • Initiative and resourcefulness to work independently, think and act strategically, creatively and dynamically and assume responsibility for implementation and completion of a project and meet deadlines in a busy work environment
  • Demonstrated analytical, interpretive, research and problem solving skills. Ability to synthesize information from a wide variety of sources. Ability to conceptualize creative plans and workable solutions.
  • Commitment to equity, inclusion and developing intercultural competence
  • Excellent presentation and group facilitation skills and ability to communicate with a diverse student population
  • Excellent advising skills including empathy, tact, patience, listening, diplomacy and being non-judgmental combined with the ability to provide verbal feedback that identifies key issues and raises options for students to choose in dealing with them
  • Sound judgment, maturity, tact, and discretion


  • Assesses needs of students, determine whether a referral to another staff member in Career Services, or to another service or program, would be appropriate
  • Responds to internship inquiries, provide accurate answers and seek input and/or a decision from Manager and/or Faculty/School program partners as needed
  • Make daily operations decisions and resolve administrative problems within guidelines as they arise, referring only highly unusual problems to more senior staff
  • Assesses needs of employer and academic partners, determines actions and recommendations for broader objectives and processes. Identifies when nature of situation requires consultation with other coordinators, Head Internship Coordinator, and/or Director
  • Assesses complex scenarios involving students and employers, makes decisions about urgency, summarizes and proposes further actions to Director and academic partners. Follows up to ensure client issues are resolved
  • Identifies opportunities for program improvement, sharing recommendations with Head Internship Coordinator and/or Director
  • Contribute to determining the most effective ways to design, deliver, and present workshops
  • Contributes to decisions regarding establishing priorities, setting goals, and long-term planning
  • Determines content of communications with employers and students, adapts depending on purpose and audience
  • Assesses the suitability of Work Study job candidates and recommends the most appropriate person for hire
  • Determines priorities and makes decisions about Work Study student staff utilization and the assignment of work to achieve optimum efficiencies and productivity
  • Monitors and assesses output and the quality of Work Study students’ work, and recommends need for formal training or development plans to management and identifies possible staff performance and/or disciplinary issues


Position Requirements


Advising Support for Internship Program Registrants and Interns

  • Provides job search advising to help students to build skills and confidence in their ability to secure an internship position. This includes educating students about internship search, resume, cover letter and interview strategies and providing students feedback on draft resumes, cover letters and practice interviews
  • Provides coaching to interns regarding on-the-job challenges. Liaises with Faculty representatives and other service supports (e.g. Student Wellness Services) as appropriate. Can facilitate discussions while keeping in mind the perspectives of the intern, employer, Faculty, and University
  • Assists in the design and delivery of workshops on internship related topics including effective job search strategies, resume and cover letter writing, interview strategies, and preparing for a career fair

Academic Partner Liaison and Coordination

  • Acts as liaison between QUIP office in Career Services and designated academic partner(s) to provide guidance and expertise
  • Builds relationships, learns about the unique interests, needs, structures, and priorities for that academic partner(s)
  • Maintains on-going contact, both informal and formal through as needed or planned meetings and conversations
  • Updates QUIP team in Career Services about partner needs and status, proactively identifying challenges and opportunities
  • Assesses unique situations and provides recommendations to academic partner, working closely with Head Internship Coordinator and Director, Career Services and Experiential Learning. Tracks solutions and ensures resolution

Internship Employer Outreach

  • Working closely with the Head Internship Coordinator, develops annual outreach plan to meet internship posting targets
  • Outreaches to and builds relationships with new and current employers to encourage them to post internship positions

QUIP Internship Program Coordination

  • Understands and interprets the established guidelines, procedures, and processes for the internship program in order to accurately direct and advise students and employers, and ensure the integrity of the program
  • Identifies opportunities to improve processes and protocols to improve program functioning, efficiency, and support for students, employers, and academic partners
  • Acts as primary point of contact and liaison for internship program for students, faculty, staff, and employers
  • Guides employers through the internship hiring cycle including job posting, company information sessions, interviewing, and tracking offers and acceptances
  • Ensures that information for the internship programs is up-to-date online and in other materials
  • Organizes events such as pre-departure sessions, welcome back celebration, internship program information sessions, internship program booths at career fairs and other on-campus events
  • Proactively identifies scenarios (e.g. potential challenges, unique requests that do not fit within existing guidelines) requiring consultation with Manager and/or with Faculty/School program partners, leads discussions to decisions and makes recommendations when appropriate
  • Coordinates with administrative team to maintain records for all program information, compile statistics and prepare content for reports
  • Obtains feedback from employers, students, and partners to inform recommendations for improvements to the program and processes
  • Provides work direction, and technical/functional guidance to Work Study Students. Schedules and assigns work and oversees its completion.  Coordinates and monitors workflow
  • Schedules and approves, or recommends the approval of, students’ hours of work, overtime and absences. Monitors and oversees students’ attendance
  • Participates in screening and interviewing job candidates, and providing input into selection of Work Study students
  • Reviews assignments and provides feedback on work to Work Study students. Provides input on work performance to management staff
  • Provides orientation and on-the-job training to Work Study students. Provides coaching and feedback on work quality issues, providing related day-to-day supervision.  Escalates unresolved performance and/or disciplinary matters to management


  • Respects diversity and promotes equity and inclusion in the workplace
  • Contributes to other Career Services activities as needed, including supporting career fairs, employer relations and recruitment services


Type of Job: Contract, Full Time,

Hourly Wage/Salary: To be determined

Hours: 35 hours per week

Closes: Sep 27, 2020

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