Graduate Program Coordinator, Chemical and Biomolecular Engineering and Interdisciplinary Materials Science

Vanderbilt University•Nashville, TN

6d•Hybrid

About The Position

The Graduate Program Coordinator in the School of Engineering at Vanderbilt University plays a central administrative and operational role in supporting the graduate programs in Chemical and Biomolecular Engineering and Interdisciplinary Materials Science. This position is responsible for coordinating and managing key aspects of graduate education, including oversight of the graduate admissions and recruitment process, student onboarding, and ongoing program administration. Working closely with faculty, students, and university offices, the Coordinator ensures the smooth day-to-day operation of the PhD programs, maintains compliance with institutional policies, and supports academic milestones from admission through degree completion. The role requires the consistent exercise of independent judgment, initiative, and discretion in handling complex administrative matters, as well as a strong working knowledge of university systems, policies, and procedures.

Requirements

Bachelor’s Degree is required
Proficient in Microsoft office is required
Comfort with new technological systems is required
Adapts easily to changes in technology and process is required
Ability to work on multiple projects simultaneously is required
Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff is required
At least 2 years of customer service experience is required
Working on campus on hybrid schedule is required

Nice To Haves

Financial background including the review of budgets is preferred
University/College background is preferred
Database experience is preferred

Responsibilities

Work independently and in close collaboration with the Department Chairman, Directors of Graduate and Undergraduate Studies, Graduate Recruitment Director(s), and Grants Manager to manage all matters related to doctoral students
Answer inquiries from prospective students regarding types of scholarship, tuition costs, health insurance, stipend or salary, source of support, and status of position
Answer all admissions-related questions from prospective students and elaborate on admissions and waiver policies; Waive language requirement as needed
Assist with registration as needed for all current students, tracking students from first year to terminal year, including assistance with scheduling of qualifying exams, committee meetings, and dissertation defense forms.
Monitor student enrollment and ensure students are enrolling in the correct number of hours
Proactively communicate with students and faculty advisors about upcoming deadlines for committee meetings, qualifying exams, and dissertation defenses; distribute reminder timelines and required forms well in advance of each milestone
Assist students in scheduling committee meetings and dissertation defenses, including coordinating faculty availability, reserving rooms, and ensuring all required paperwork is submitted to the Graduate School on time
Maintain a tracking dashboard of each student's milestone progress (committee formation, qualifying exam completion, dissertation proposal, and defense) to identify students who may be falling behind and flag for DGS follow-up
Ensure student audit is correct
Confirm graduate student course enrollment in YES in planning financial support per semester
First contact resource for resolving discrepancies in course credits to student accounts; communicating administrative information about program activities, basic information about curriculum and academic regulations for graduate programs
Coordinate and maintain all graduate program communication-related correspondence, files, and records; liaison with staff of School of Engineering, Graduate School, and other departments in support of program activities
Work closely with DGS to resolve problems and assist with all graduate student issues
Work closely with Office of Student Accounts to ensure that all graduate students’ accounts are charged accurately
Maintain student records and prepare reports to document number of graduates per program and/or per year.
Compile and maintain historical information for program, school, and governmental benchmarking reports.
Maintain department alumnus spreadsheet
Act as department coordinator for Responsible Conduct of Research compliance
Update Chemical and Biomolecular Engineering Graduate Student Handbook
Update the student sections of the department website
Provide day of setup for seminars and student check-in. Occasionally walk seminar guests to appointments
Create itinerary for seminar guests and assist with on-campus visits
Provide logistical support and reimbursements for seminar speakers
Serve as point of contact to assist ChEGSA student organization as needed.
Serve as financial advisor for student organizations and assists with ordering as needed
Ensure TA/RA switches occur
Submit TAs for Brightspace access
Manage graduate student listserv
Manage and regularly update departmental social media accounts (LinkedIn, Instagram, X/Twitter) to promote graduate research highlights, student achievements, program news, and recruiting content, with particular emphasis on marketing Master's degree programs to prospective students
Maintain and refresh the ChBE graduate program webpages, including program descriptions, funding opportunities, student profiles, and alumni spotlights, to strengthen the department's recruiting presence
Coordinate and support graduate student social events throughout the year (e.g., welcome receptions, end-of-semester gatherings, recognition events) to build community and a sense of belonging within the graduate program
Assist in organizing and promoting department seminar series, including managing speaker invitations, scheduling, advertising to graduate students, and coordinating logistics for speaker visits
Work with Interdisciplinary Materials Science leadership on defined scope of work related to that doctoral program, including coordination of recruitment, onboarding, financial costing, and enrollment management for IMS students.
Coordinate the application process by managing graduate student applications in the SLATE system for department programs in Chemical and Biomolecular Engineering and Interdisciplinary Materials Science; review applications for completion, monitor activities by the DGS/DGR in addition to sponsoring faculty
Utilize SLATE system to pull applicant information for interviewing potential graduate students
Enter Recommendation for Action decision in SLATE on behalf of DGS/DGR and liaison with Associate Dean for Graduate Studies about admission decisions
Assist faculty and program DGS with review of applications and available positions; obtaining all necessary information regarding prospective students; distribute results of applications
Ensure that appropriate communications regarding acceptance or rejection are transmitted to applicants
Prepare files for accepted applicants, noting conditions of acceptance, and post to support grid for financial planning
Track recruitment budget and organize group recruitment visit for ~50 students on average
Organize, manage and direct graduate student recruitment events
Coordinate prospective student recruitment events and all other student visits
Arrange all travel for incoming interviewee students, including hotel, transportation, and reimbursement in Oracle
Create itineraries for each student to interview with faculty
Schedule and coordinate meals and entertainment
Coordinate onboarding of new students
Process and review all graduate student salary, tuition, insurance, and activity fees to ensure timely and accurate entries
Act as SkyVU Line Manager to enter payroll data and confirm completion of I-9 process for all new graduate students
Submit and confirm payroll revisions to HCM according to source of funds pertaining to continuing graduate students
Enter on-line payments to Student Accounts system.
Manage funding spreadsheet and ensure costing is completed by deadline
Prepare stipend payments and graduate award documentation for Fall, Spring, and Summer semesters in timely manner
Maintain department credit card for department expenses, particularly student charges. Reconcile report on a regular basis
Process reimbursements for guests and students
Coordinate space and facilities planning to accommodate graduate students and faculty as related to courses and lab groups
Coordinate communication for department including relevant webpages and other publications
Understand and communicate new/updated policies, procedures, deadlines and timeframes from the Graduate School, International Services Offices, and other related federal or university agencies
Serve as first stop resource for graduate students, including fielding questions and making referrals as appropriate for financial support, immigration/visa policies, health and wellness issues, and graduate program requirements
Attend all appropriate training offered by the University
Serve as contact for student expense reimbursement entry, and other Oracle processes
Serve as contact for student travel and Concur
Cross-train as back-up procurement requestor
Maintain/Update the ChBE Department website and brochure
Maintain department social media accounts
Create and distribute monthly social hour announcements
Assist with various departmental events -Social Hours, Faculty Meetings, etc. as needed
Assist with Interdisciplinary Materials Science events and initiatives as needed, including recruitment visits, student orientations, and coordination with IMS program leadership on cross-departmental activities
Perform other duties as assigned