Vanderbilt University · 2 months ago
Graduate Program Coordinator, Chemical and Biochemical Engineering
Nashville, TN
Full-time
Hybrid
New Grad, Entry LevelVanderbilt University is seeking a Graduate Program Coordinator for its School of Engineering, Chemical Engineering department. The role involves managing graduate student recruitment processes, project management, and providing administrative support to ensure smooth operations within the department.
E-LearningEducationHigher Education
Responsibilities
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
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
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
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
Qualification
Required
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
Preferred
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
Benefits
Health insurance
Company
Vanderbilt University
Vanderbilt University is a private research university offering undergraduate, graduate, and professional programs.
Founded in 1873
1001-5000 employees
H1B Sponsorship
Vanderbilt University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (90)
2024 (91)
2023 (87)
2022 (58)
2021 (62)
2020 (65)
Funding
Current Stage
Late StageTotal Funding
$28.55MKey Investors
Mark AbkowitzNational Science Foundation
2018-11-07Grant· $4.5M
2018-04-18Grant· $0.55M
2015-07-10Grant· $12.8M
Leadership Team
B
Bharat Bhuva
Professor
Bill Blot
Professor
Recent News
vcnewsdaily.com
2026-01-06
2026-01-05
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