Orientation Coordinator

Job Description Summary
Overall Responsibilities: Assist in the production and implementation of the Orientation mission statement and goals Assist in the selection of Orientation Leaders for Fall Orientation 2026 Provide input and feedback on Orientation concerns Assist in the development of Orientation Leader training Coordinate and attend designated Fall Orientation activities Generate enthusiasm for Orientation and its activities Write correspondence related to planning Orientation Coordinate and complete required university forms and contracts Meet at least once weekly to plan Orientation with the Orientation Team Meet weekly with Breil the Program Coordinator to go over tasks and job responsibilities Meet biweekly with the GA to go over tasks and job responsibilities Meet as needed with Jamie the Associate Director to go over tasks and job responsibilities Serve as an active member of the Orientation Team Complete administrative tasks related to Orientation such as filing and evaluations Assist with the creation and implementation of departmental programs throughout Spring & Summer Maintain cleanliness and order in all workspaces Inventory and organize orientation storage spaces Complete and submit all Transition Notes Serve as a representative of the university through answering phone calls and emails in a timely manner Complete other duties as assigned

Responsibilities
Event Logistics Orientation Coordinator Campus Partner Liaison Coordination of PowerPoints included in Family sessions Making the Transition (First Year families) / Just for Families (Transfer families) Facilitate communication with various on campus departments for the Student Services Fair and other departmental sessions while working with the Operations Orientation Coordinator for department needs Assist Associate Director with the Public Safety Guide Sending Calendar invites to all presenters with detailed information Main contact to Student Business Services/Office of Financial Aid Responsible for the creation of the Orientation Operations and Logistics Guide with detailed information for all events Coordinating with the Operations Orientation Coordinator to fulfill this project Work collaboratively with Facilities Management Event Management Media Services and Public Safety for event logistics Coordinate the Campus partners for Student and Family Check-in Academics Tabling Sessions and Departmental Major Meetings Work as point of contact for day of production Assist Marketing Orientation Coordinator with Orientation Leader promotion Academic Affairs Coordinate Academic Partners joining Orientation Leader training when applicable Liaison with Academic Units Departmental Major Meetings College/School Welcome Dinners Academic Tabling Session BTS Working collaboratively with the OC for Marketing on the creation and filling of the BTS Coordinating with the other OCs on creating rotation assignments for OLs alongside the BTS Collaborate with OCs for Operations and Marketing to communicate the most up to date information Facilitation of revisions with the other OCs Facilitate the editing of facilitation guides for Fenestra Forums and Transfer Forums Meet with Facilities Event Operations and Media Services alongside Program Coordinator and OC for Operations to review the Ops & Logs Guide Communication Student & Family phone calls and emails Main contact for: Academics Department Representatives Student Services All those represented at the Student Services Fair Event presenters Marketing Orientation Coordinator Communication and Promotion Promotion of the Orientation Leader Position Visit Student Orgs to discuss the position Organize the promotion at the Spring involvement fair Reach out to academic partners and campus leadership about the position Organize tabling dates and materials for tabling in the piazza Create and design printed materials for the promotion of the position Instagram stories posts and video content Reach out to Jerry Prices team for inclusion in the Weekly Announcements Send emails to the student body to share the position Promotion of the We Are Chapman and Candle Lighting Ceremony application Coordinate with the OCs for Special Events & Family & Transfers for logo/design Organize any tabling dates and reaching out to necessary student orgs and academic partners Share designs through social media to promote the application as necessary Coordinate information center during orientation week Create social media designs for marketing of the position OL Training Create and design the Spring and Fall slide design and layout Coordinate with PCFYE and GA to gather lists of materials create presentations creation of the shared Microsoft folder for training Creation of nametags for OLs upon theme decision Organize the drop off times for merch deliveries during training week Lead training sessions as delegated Liaison to Strategic Marketing and Communications and Housing Communications Coordinator Design all the OL Gear and Swag New Student swag items New Parent swag items Communicate with Show your Spirit to determine order amounts and numbers Media Orientation Staff Bios and Pictures Act as Social Media Ambassador (IG Live posts stories) as needed Manage orientation website updates (Cascade & WordPress) Facilitate the OL headshots at Spring Training Use Chapmans Photo Shelter for media related posts Create digital signage as needed to promote Orientation BTS Creation of the BTS Document Collaborate with OCs for Operations and Event Logistics for the most up to date information Solidify template and layout of the BTS document Uploading of all specified materials to SharePoint Facilitate the editing of facilitation guides for Fenestra Forums into the BTS Communication Student phone/email troubleshooting Speak at Family Orientation events; Making the Transition and others as needed Main contact for: SMC Residence Life Housing Communications Coordinator Operations Orientation Coordinator Operations Create Operations and Logistics Guide for pre-orientation and orientation events Work collaboratively with the Event Logistics Orientation Coordinator to finalize the Operations and Logistics Guide Work collaboratively with Facilities Management Event Management Media Services and for Operations Collaborate with the Marketing and Event Logistics Orientation Coordinators to provide the most up to date information when creating the BTS Assist PCFYE with event logistics for Pre-Orientation programs including Find Your Balance International Student Orientation Exploratory Majors and Summer Bridge Book all event spaces required for orientation and pre-orientation programs (25 Live Training) Assist PCFYE and AD with Student and Family Orientation schedules Work with the PCFYE on placing Fenestra and Transfer Forums in their Forum locations Rotations New Student Rotations with the Event Logistics Orientation Coordinator Coordinate and Plan the Academic and Social Rotations Academic resources Healthy Panther campus resources Support OC for Family and Transfer Orientation with transfer student rotations (if required) Communication Student & Family phone calls and emails Main point of contact for: Event Scheduling: Sonya Hall Martina Vlatkovic and Kate Keverian Media Services & Facilities Dindo Farol and Joey Anderson Musco Center for the Arts Malisa Coyne and Aaron Thompson Memorial Hall Brian Fujii Andrew Weinberg and James Ackles-Park Special Events Orientation Coordinator Special Events Commuter programming Summer correspondence Commuter student social (summer & during Orientation) Commuter Student Welcome Panel Coordinate OLs for Panel Create presentation for session We Are Chapman Assist PCFYE and AD with the implementation of creating and celebrating inclusive experiences and stories Serve as host and speak at the We Are Chapman event Assist the PCFYE and AD with the application and selection of student speakers Content to be determined in the Spring Semester Support and meet with student speakers chosen with speeches and process of preparing to perform Organize ribbon cutting We Are Chapman Fenestra Forum facilitation guide Coordinate Involvement Socials Work with Breil and Student Engagement to coordinate participants & OLs to be present Create and update facilitation guide Opening remarks & welcome to event Coordinate Regional Receptions Identify OL facilitators Create optional facilitation guide for receptions Large scale evening programs Collaborate with UPB on event content and logistics for Friday evening programming Plan and create Saturday evenings Fall Kick-Off Plan and facilitate Chapman After Dark Assist as needed for Candle Lighting and Playfair Create event specific signage as needed: Involvement Socials Chapman After Dark Fall Kick-Off Entertainment Coordinate music for Orientation meals Wednesday lunch Create appropriate playlists for family events Designate OLs to utilize the speakers Liaison to Special Event Groups Student Engagement Involvement Socials Groups Commuter Students Special Events Contractors Chapman After Dark We Are Chapman and Fall Kick-Off i.e. Silent Disco Headphones Ronobir NEffect Students of Concern Communication Student & Family phone calls Transfer & Family Orientation Coordinator Liaison to Families and Coordination of Family Programs Family Check-in Family/Student Panel with Office of Parent Engagement Office of Parent and Family Engagement Liaison Summer events Coordinate and manage Orientation Leader support in Summer Welcome Receptions Transfer Orientation Work with Program Coordinator to provide specific communication via the Transfer Connection email Promotion and recruitment of the Transfer Orientation Leader position Coordinate Transfer Orientation Transfer Orientation Leader Training Transfer Student & Family Check-in Transfer Special Events Transfer Summer Welcome Event Transfer Traditions Celebration Mix & Mingle Special Night Event (between Thursday-Saturday) Transfer Candle Lighting Ceremony Transfer Forum Facilitation Guides Special Event Pillars/Candle Lighting (both FY & Transfer Candle Lighting Ceremonies) Select 4 individuals through the application process to serve as the 4 pillars (Spiritual Intellectual Physical Social) Support students in creating their speech Work with Fish Interfaith Center to coordinate Candle Lighting & Speeches Created map for Candle Lighting roles & positions Communication Main liaison for family phone calls and emails leading up to Orientation Work with GA & PCFYE to create email templates for family and student questions Main point of contact for: Fish Interfaith Center Office of Parent and Family Engagement

Required Qualifications
Serve as an Orientation Leader for at least one year.