Graduate Program Coordinator

Vanderbilt University; Nashville (TN); On-site; USD 45,000 - 60,000; Full time

Job summary

Vanderbilt University seeks a Program Coordinator II for the Mechanical Engineering department. This role involves managing graduate student recruitment, project management, and budget planning, while supporting a dynamic research environment. Ideal candidates will have strong communication skills and a background in project management, alongside a Bachelor's degree.

Qualifications

• Coordinate graduate student recruitment and manage applications.
• Assist with budget planning and financial processes.
• Provide logistical support for seminars and events.

Responsibilities

• Manage graduate student recruitment and admissions processes.
• Oversee financial entries and ensure accuracy.
• Coordinate departmental communications and events.

Skills

Project Management

Communication

Customer Service

Adaptability

Education

Bachelor’s Degree

Tools

Microsoft Office

SLATE

Oracle

Job description

Position Summary:
The Program Coordinator II is part of the School of Engineering, Mechanical 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.

About the Work Unit:
The Mechanical Engineering department is involved in research and education in the areas of Advanced manufacturing; Mechatronics, control, and design; Biomedical devices and tissue engineering; Nanomaterials and nanoscience; Rehabilitation engineering; Surgical robotics and soft robotics; and Aerospace engineering. Imagine a world where soldiers are equipped with cutting-edge exosuits, surgeons wield robotically steerable devices, and engineered tissues revolutionize medical treatments. This is the groundbreaking reality at Vanderbilt's Mechanical Engineering department. Guided by our world-renowned faculty, our students not only participate in research — they shape the future. Our staff are an integral part of the Department, and they play a central role in our research and educational mission.

Key Functions and Expected Performance:
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
- Request departmental item types using Kuali system
- 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
- 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 Mechanical 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 ASME 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

Administration of Graduate Student Recruitment Process:
- Coordinate the application process by managing graduate student applications in the SLATE system for department programs in Mechanical Engineering; 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 15-20 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

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
- 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
- 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
- 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 ME 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
- Perform other departmental duties as assigned

Supervisory Relationships:
This position does not have supervisory responsibility and reports administratively and functionally to the Assistant to the Chair.

Education and Certifications:
Bachelor’s Degree is preferred. Commiserate experience will be considered.

Experience and Skills:
- Financial background including the review of budgets is preferred.
- University/College background is preferred.
- Proficient in Microsoft office is required. Database experience is preferred.
- 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.

Key Characteristics of a Successful Team Member in this Work Unit:
Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.
Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.

General Characteristics of a Successful Vanderbilt University Staff Member:
Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything.
Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Believes – Believes in the work being done and in the importance of the organization’s mission.
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright.
Maturity – Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct
Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.
Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
Responds Promptly – When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully.
Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn’t expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other’s strong suits.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.