PhD Coordinator

The College of Engineering is seeking a PhD Coordinator to join our team. Reporting to the Associate Dean for Academic Affairs this position will be responsible for coordinating and providing operational support for three PhD programs in the College: The Biomedical Engineering program the Electrical and Computer Engineering program and the PhD Engineering program. The administrative functions of this position include budget and fiscal management purchasing admissions academic advising external and internal communications coordination with other graduate programs in the college recruiting data collection outcome assessment reports and accountability for meeting program objectives.

This position will work fully on-site at our campus in Boise Idaho.

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.

95% of Time the Position must:

Administration:

• Coordinate strategic planning activities in support of continuous data-drive 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 of academic affairs and graduate program coordinators in student recruitment admissions progress reports and program review.
• Act as the first point of contact for 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 and the graduate program coordinators to identify students who will be funded by programs 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 of academic affairs 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 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.
• Organizing milestone activities (comprehensive (comp) exam proposal defense): advising students on requirements reserving room arranging refreshments creating announcement flyer running the Zoom during the proposal or defense collecting rubrics and approval forms and filing 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 academic affairs 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 of Academic Affairs 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 COENs communications specialist to create and maintain written and visual content for the programs 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.

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 alums 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: Other duties as assigned.

• 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 project teams to improve organizational performance.
• 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.

Bachelors Degree or equivalent relevant experience and 5 years of professional experience.

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