Graduate Program Coordinator, Chemical and Biochemical Engineering

The Program Coordinator is part of the School of Engineering, Chemical Engineering at Vanderbilt University and is a key individual contributor primarily responsible for project management, administration of Graduate Student Recruitment process and budget planning. This position requires moderate exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations as well as other tasks assigned. The position will function with a high degree of understanding of University life, policies, and procedures.

The Chemical and Biomolecular Engineering department is involved in research and education in the areas of pharmaceuticals, bio-engineered materials, high strength composites and specialty polymers, semiconductors and microelectronic devices, and a wide range of ultra-pure fine chemicals. The solutions to many of the problems that we face today—e.g., energy, the environment, development of high performance materials—involves chemical engineers. The undergraduate program in chemical engineering prepares students to contribute to the solution of these and similar problems. Graduates find meaningful careers in industry, in government laboratories, and as private consultants. Some continue their education through graduate studies in chemical engineering, business, law, or medicine.

Duties and Responsibilities

Project Management:

• Work independently and in close collaboration with the Department Chairman, Directors of Graduate and Undergraduate Studies, and Graduate Recruitment Director(s) to manage all matters related to graduate students
• Coordinate application process by managing graduate student applications in SLATE system for department program in Chemical Engineering; review applications for completion, monitor activities by DGS and PD and sponsoring faculty, proceed with action to accept or reject
• Enter Recommendation for Action decision in SLATE on behalf of DGS/DGR and liaison with Associate Dean for Graduate Studies about admission decisions
• Assure 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.
• Answer inquiries from prospective students regarding type 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 faculty and program DGS with review of applications and available positions; obtaining all necessary information regarding prospective students; distribute results of applications
• 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 student is enrolling in correct number of hours
• 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 each 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
• Act as department coordinator for Responsible Conduct of Research compliance.
• Organize, manage and direct new graduate student orientation(s) and onboarding of new students
• Update Chemical Engineering Graduate Student Handbook annually
• Update the student sections of the website
• Provide day of setup for seminars and student check-in.
• Serve as point of contact to assist student organizations AIChE and ChEGSA, as needed. Serve as financial advisor for student organizations and assists with ordering as needed.
• Assist with booking and promotional items for AICHE conference. Assist students with hotel booking and reimbursements for conference.
• Ensure TA/RA switches occur
• Submit TAs for Brightspace access
• Maintain department alumnus spreadsheet
• Maintain thesis ledger
• Track and schedule committee meetings for students
• Manage graduate student Listserv

Administration of Graduate Student Recruitment Process:

• Organize, manage and direct graduate student recruitment events
• Track recruitment budget and organize 4 day long recruitment weekend for 15-20 students on average.
• Utilize SLATE system to pull applicant information for interviewing potential graduate students
• Work with and provide information to Graduate Recruiters and Committee during recruitment time to assist with all administrative needs of recruitment
• Coordinate prospective student recruitment events and all other student visits
• Arrange all travel for incoming interviewee students, including hotel and transportation
• Create itineraries for each student to interview with faculty
• Schedule and coordinate meals and entertainment
• Onboard new students

Financial:

• 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.
• Solicit and maintain current costing of tuition and insurance payments for approval by faculty and grants manager; 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.

Serve as Department Resource:

• Coordinate space and facilities planning to accommodate graduate students and faculty as related to courses and lab groups.
• Understand and communicate new/updated policies, procedures, deadlines and time frames from the Graduate School, International Services Offices, and other related federal or university agencies
• Attend all appropriate training offered by the University
• Perform other departmental duties as assigned
• Serve as contact for student expense reimbursement entry, time cards, and other Oracle processes.
• Serve as contact for student travel and Concur.
• Cross-train as back-up procurement requester.
• Maintain/Update the ChBE Department website

Supervisory Relationships: This position does not have supervisory responsibility and reports administratively and functionally to the Senior Administrative Officer.

Qualifications

• Proficiency 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.
• Customer service experience is required.
• Bachelor’s Degree preferred is preferred. Commiserate experience will be considered.
• Financial background including the review of budgets is preferred.
• A University or College background in Engineering is preferred.
• Database experience is preferred.