Department Coordinator

Pay: $20.00–$22.00 per hour
Job Type: Full-time
Schedule: 8-hour shift
Work Location: In person

Job Overview

Garden State Science & Technology Institute is growing our Externship Department and is currently hiring for two full-time coordinator positions:

Externship Placement Coordinator – Works directly with students and healthcare facilities to coordinate externship placements, establish and maintain clinical site partnerships, and support students through the placement and onboarding process.

Externship Timesheet Coordinator – Focuses on reviewing and processing externship timesheets, tracking student hours and attendance, maintaining accurate records, and ensuring required externship documentation is complete.

Both positions require strong communication, organization, follow-through, and the ability to manage a high volume of student records and responsibilities. Candidates may be considered for either position based on their experience, strengths, and interests.

Externship Placement Coordinator Responsibilities

• Encourage and assist students with progressing in an externship satisfactorily
• Monitor student progress by telephone and site visits if possible
• Obtain appropriate documentation from each student entering an externship (Externship Agreement and Timesheets)
• Follow Work-Based Activity Plan
• Review candidates’ resumes to know about their educational qualification, work experience and other skills
• Provide suggestions on how to maintain a good position and grow further within the organization
• Coordinate and facilitate the execution of contracts with businesses to establish approve externship sites in compliance with the institutional and regulatory requirements
• Create externship folders to maintain accurate and accessible documentation for each student
• Process student Leave of Absence (LOAs) and withdrawals/drops accurately and in a timely manner, ensuring all records are updated and compliant with the institutional policies
• Maintain and update the externship log form regularly to track student hours, placements, and site details
• Perform other duties as assigned

Externship Timesheet Coordinator Responsibilities

• Encourage and assist students with progressing in an externship satisfactorily
• Monitor student progress by telephone and site visits if possible
• Obtain appropriate documentation from each student entering an externship (Externship Agreement and Timesheets)
• Follow Work-Based Activity Plan
• Enter student’s externship hours into Online Smart Database weekly
• Process student Leave of Absence (LOAs) and withdrawals/drops accurately and in a timely manner, ensuring all records are updated and compliant with the institutional policies
• Follow up with the students to collect missing timesheets and ensure timely submission for accurate record keeping
• Select appropriate evaluation or assessment tools to be administered to the student
• Maintain and update the externship log form regularly to track student hours, placements, and site details
• Perform other duties as assigned

Benefits

• 401(k)
• Paid time off
• Retirement plan

We are looking for dependable, organized, and motivated individuals who are ready to become an active part of our Externship Department. If your experience and strengths align with either of the positions above, we encourage you to apply.

Please be sure to complete all employer screening questions included with your Indeed application, including indicating which position you are most interested in. Applications submitted without completed employer questions may not be considered.

We look forward to learning more about you!

Pay: $20.00 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Paid time off
• Retirement plan

Application Question(s):

• Which position are you most interested in: Externship Placement Coordinator or Externship Timesheet Coordinator? Please briefly explain why you feel that position is the better fit for your experience, skills, or interests.

Ability to Commute:

• Somerset, NJ 08873 (Required)

Work Location: In person

Salary : $20 - $22