PhD Program Coordinator

University of North Texas at Dallas; Boise, Northern (ID, KY); Hybrid; USD 55,000 - 68,000; Full time

Job summary

Boise State University is seeking a collaborative PhD Program Coordinator for its College of Engineering. You will support three interdisciplinary doctoral programs and act as a central resource for students and faculty through recruitment to graduation.

You will build relationships, coordinate complex program operations, manage graduate assistantships and resources, and develop efficient processes to strengthen the student experience.

Qualifications

• Bachelor's Degree and 5 years of professional experience or equivalent relevant experience.
• Excellent oral and written communication skills.
• Ability to collaborate effectively as a team member and with faculty and staff.
• Experience mentoring students and coordinating programs.

Responsibilities

• Coordinate strategic planning activities across affiliated programs.
• Develop processes, workflows, data collection, and documentation with program leadership.
• Manage admissions, respond to applicant questions, review applications.
• Oversee graduate assistantships and funding, and onboarding of assistants.
• Organize milestone activities (comprehensive exams, proposals, defenses) and track rubrics.

Skills

Excellent communication

Team collaboration

Mentorship

Microsoft Office

Google Suite

Education

Bachelor's Degree + 5 years experience

Tools

Microsoft Office

Google Suite

Job description

PhD Program Coordinator

Boise State University

Job no: 499867
Work type: Non-Classified/Professional
Location: Boise
Categories: Academic Programs,College of Engineering,Mid-Level

The College of Engineering is seeking a collaborative, organized, and student-centered professional to serve as its PhD Program Coordinator. This position supports three interdisciplinary doctoral programs: Biomedical Engineering, Electrical and Computer Engineering, and Engineering Science. The PhD Program Coordinator serves as a central resource for students and faculty throughout the doctoral journey, from recruitment and admission through academic milestones and graduation. The person in this role will build relationships with students, coordinate complex program operations, manage graduate assistantships and program resources, and develop effective processes that strengthen the student experience. Reporting to the Associate Dean for Research and Graduate Programs, the coordinator will work closely with faculty leaders, college and university partners, and other graduate program coordinators. This is an excellent opportunity for someone who enjoys connecting people, solving problems, improving systems, and helping graduate students succeed.

Job Summary/Basic Function:

The College of Engineering is seeking a collaborative, organized, and student-centered professional to serve as its PhD Program Coordinator. This position supports three interdisciplinary doctoral programs: Biomedical Engineering, Electrical and Computer Engineering, and Engineering Science.

The PhD Program Coordinator serves as a central resource for students and faculty throughout the doctoral journey, from recruitment and admission through academic milestones and graduation. The person in this role will build relationships with students, coordinate complex program operations, manage graduate assistantships and program resources, and develop effective processes that strengthen the student experience.

Reporting to the Associate Dean for Research and Graduate Programs, the coordinator will work closely with faculty leaders, college and university partners, and other graduate program coordinators. This is an excellent opportunity for someone who enjoys connecting people, solving problems, improving systems, and helping graduate students succeed.

Department Overview:

The College of Engineering at Boise State University is shaping the future through innovative education, interdisciplinary research, and a commitment to student success. As Idaho's largest engineering college, COEN serves more than 3,000 students across engineering, computer science, and construction management programs. Our faculty, staff, and students work together in state-of-the-art learning and research spaces to solve complex challenges and make a meaningful impact in Idaho and beyond.

At COEN, staff members are valued partners in our mission and play an essential role in creating the systems, experiences, and support that help students and programs thrive.

Level Scope:

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.

Essential Functions:

95% of Time the PhD Program Coordinator will:

Administration

• Coordinate strategic planning activities in support of continuous, data-driven improvement across affiliated programs through collaboration with other coordinators and affiliated program faculty.
• Develop processes and manage workflow, communication, data collection and analysis, and documentation (student handbooks) with the Associate Dean for Research and Graduate Programs and the graduate program coordinators in student recruitment, admissions, progress reports, and program review.
• Establish and maintain effective communication with all recruits and program students to connect them with appropriate resources, faculty, or staff.
• Coordinate admissions for the programs, including responding to time-sensitive applicant questions, managing and pre-screening application materials, and coordinating faculty and co-director review of applications.
• Manage and track student funding for associated programs. Collaborate with departments and colleges to maintain accurate data on how students are funded throughout their degree programs.
• Manage graduate assistantships. Coordinate with the Associate Dean for Research and Graduate Programs and the graduate program coordinators to identify students who will be funded by program's graduate assistantship funds.
• Issue offer letters to students, process hiring paperwork, and manage the onboarding of new graduate assistants.
• Collaborate with associated program heads and other COEN graduate program coordinators, under the direction of the Associate Dean for Research and Graduate Programs, to ensure required courses are offered and course scheduling conflicts are minimal.
• Collaborate with associated program heads and faculty to support program assessment and evaluation activities through data collection, data management, editing, and reviewing technical documentation.
• Coordinate with IT staff, departmental staff, and Associate Dean for Research and Graduate Programs to ensure program staff and graduate assistants have all the resources needed to perform their duties.
• Consult with faculty as well as prospective and current graduate students regarding programmatic issues. Track and maintain related information to ensure progress to resolution.
• Collaborate with the graduate college and the Associate Dean for Research and Graduate Programs on tracking time to degree completion for affiliated programs.
• Organize milestone activities (comprehensive exam, proposal, defense): advise students on requirements, reserve rooms, arrange refreshments, create announcement flyers, run the Zoom during the proposal or defense, collect rubrics and approval forms, and file them appropriately.

Fiscal Responsibilities:

• For each PhD program, oversee financial performance, manage financial resources, track budget expenditures and account balances, and consult with the Associate Dean for Research and Graduate Programs and the college business office.
• Oversee and manage funds designated for graduate assistantship stipends, fees, and insurance. Track payroll and ensure students are paid correctly.
• Project and strategize future financial needs, considering the cost of various projects and commitments.
• Proper use of the assigned Purchasing card (P-card) and appropriately documenting its use.

Data Management and Analysis:

• Access and retrieve data and information through university data systems to support programs.
• Create and maintain data reports that are accessible and user-friendly.
• Recommend and implement operating methods to improve processing, distribution, data flow, collection, and database editing procedures.
• Recommend and implement data-driven approaches that improve program performance and effectiveness, efficiency, faculty performance, and student success.
• Ensure that data collection, analysis, and dissemination adhere to university policy and all other relevant state- or federal-level rules and regulations.
• Collaborate with the Associate Dean for Research and Graduate Programs and the COEN academic data analyst to develop robust data collection and analysis processes that integrate seamlessly with university systems.

Communication/Technical Writing:

• Collaborate with COEN's communications specialist to create and maintain written and visual content for the program's website, social media accounts, student handbooks, and other promotional pieces for internal and external audiences.
• Compose regular program updates for faculty and students.
• Ensure compliance with COEN and University branding and identity guidelines.

Mentorship/Advising:

• Mentor and advise students related to academic and administrative issues to ensure student success in academic progress. Connect students with appropriate faculty members as required. Guide students as they navigate university policies and processes.
• Develop effective processes to maximize the impact of mentorship for all program students.
• Be an accessible resource, via in-person and electronic communication methods, with program students, program coordinators, and faculty.

Public Relations/Outreach:

• Organize and coordinate student events related to recruitment activities, retention events, workshops, seminars, and networking events for students and professionals.
• Strengthen relationships with alumni and graduating students.
• Manage program social media accounts in collaboration with COEN communications team.
• Arrange travel for guest speakers, organize events for their visit (seminars, student lunches, lab tours, etc), and host them while they are on campus.

5% of Time the Position must:

• Perform other duties as assigned.

Knowledge, Skills, Abilities:

• Collaborate effectively as a team member and with program faculty and staff.
• Work independently on affiliated programs and consistently make sound decisions and recommendations.
• Lead projects to improve organizational performance and process workflows.
• Manage competing priorities to support the overall success of affiliated programs.
• Demonstrated attention to detail and strong organizational and managerial skills.
• Excellent oral and written communication skills.
• Mentor students in affiliated programs with a focus on student success.
• Accurate financial management skills.
• Proficient in using Microsoft Office (Word, Excel, PowerPoint) and the Google suite of office tools.

Minimum Qualifications:

Bachelor's Degree and 5 years of professional experience or equivalent relevant experience.

Preferred Qualifications:

Three years of experience in any of the following: college admissions, recruitment, college academic advising, academic mentoring, or project/program management.

Physical Demands:

Position may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; periodic standing

Salary and Benefits:

Salary range is $55,057.60 to $68,000 annually and is commensurate with experience. Boise State University provides a best-in-class https://docs.google.com/document/d/1Yt-dextMkThD-AxYR_jyFNqjZ9_Hoyix95JzhwkHJIY/edit?usp=sharing, including (but not limited to):

• 12 https://www.boisestate.edu/hr/payroll-and-processing/payroll-and-holiday-calendars/ AND the University is closed between Christmas and New Year's (requires use of 3 vacation days)
• Between 12-24 https://www.boisestate.edu/hr/benefits/sick-and-annual-leave-accrual/ for full-time Professional and Classified staff depending on position type and years of service
• 10.76% University contribution to your https://www.boisestate.edu/hr/benefits/orp/ (Professional and Faculty employees)
• 11.96% University contribution to your https://www.boisestate.edu/hr/benefits/persi/ (Classified employees)
• Excellent medical, dental and other https://www.boisestate.edu/hr/benefits/medical-prescription-dental-and-vision/ coverages
• https://www.boisestate.edu/hr/benefits/tuition-fee-waiver-benefit/ benefits for employees, spouses and their dependents
• See our https://www.boisestate.edu/hr/benefits/ for more information!

Required Application Materials:

• Cover letter indicating your interest and qualifications for the position
• Resume with employment history (including dates of employment)
• Three professional references with contact information.

About Us:

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We're a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

We're building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.

Learn more about Boise State and living in Idaho's Treasure Valley at https://www.boisestate.edu/about/

Applications close: Mon, 12 Oct 2026 05:55:00 GMT