Job & Externship Opportunity Automation Process

Assigned To: Dan Tietz, Sarah Dungan

Category: Student Life Cycle

Department: Placement Specialists, Staffing Specialists

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for collecting, reviewing, approving, and distributing job and externship opportunities to students using HubSpot automation.

Scope

Applies to staffing specialists responsible for managing job and externship submissions and ensuring timely student communication.

Trigger

• Submission received via "Hire a Grad (HS)" form

Process Overview

1. Form Submission

• Employer or internal staff submits opportunity via Hire a Grad form
• Submissions include job or externship details
• All entries are tracked in HubSpot

2. Ticket Creation

• HubSpot automatically creates a ticket from submission
• Tickets are routed to:
  • Job Opportunity Pipeline
  • Externship Opportunity Pipeline

3. Offer Review and Approval

• Associate ticket with appropriate school
• Clone ticket if multiple schools apply
• Review required fields for completeness
• Update status to "Notified Students (Auto)"

4. Automated SMS Notification

• Trigger HubSpot workflow
• Send SMS to relevant student list:
  • Job applicants list
  • Externship applicants list
• Include link to landing page

5. Student Engagement

• Students access landing page via SMS link
• Review opportunity details
• Submit help form if interested

6. Email Delivery

• Help form triggers automated email with opportunity details
• Responses are routed to staffing specialists for follow-up

Key Rules

• All required ticket fields must be completed before approval
• Each ticket must be associated with a school
• Use correct pipeline for job vs externship
• Ensure professional formatting of submitted opportunities

Completion Criteria

• Ticket reviewed and approved
• Students notified via SMS
• Landing page and help form functioning
• Emails delivered and responses tracked

Tools and Systems

• HubSpot (Forms, Tickets, Workflows)
• SMS Tool (HubSpot SMS)
• Landing Pages (HubSpot)

Revision History

• Version 1: 04/17/2025
• Version 2: TBD
• Version 3: TBD