Graduate Program Coordinator

The Graduate Program Coordinator in the School of Engineering at Vanderbilt University plays a central
administrative and operational role in supporting the Graduate programs in Mechanical Engineering and
Interdisciplinary Materials Science. This position is responsible for coordinating and managing key aspects of
graduate education including oversight of the graduate admissions and recruitment process student
onboarding and ongoing program administration.

Working closely with faculty students and university offices the Coordinator ensures the smooth day-to-day
operation of the programs maintains compliance with institutional policies and supports academic
milestones from admission through degree completion. The role requires the consistent exercise of
independent judgment initiative and discretion in handling complex administrative matters as well as a
strong working knowledge of university systems policies and procedures.

The Department of Mechanical Engineering at Vanderbilt University is a collaborative and interdisciplinary
community advancing research and education across a broad range of areas including biomechanics and
rehabilitation engineering mechatronics robotics and control advanced materials and nanoscience fluid
and thermal systems and aerospace-related applications. These efforts span applications such as assistive
technologies smart medical and surgical devices energy systems and micro- and nanoscale materials and
devices.

Faculty and students work at the intersection of engineering medicine and the physical sciences often in
partnership with centers and institutes across the university. This environment fosters innovation in areas
such as humandevice interaction intelligent systems and translational biomedical technologies with
research frequently moving from fundamental discovery to real-world impact.

Students in the department engage deeply in research working closely with faculty to address complex
engineering challenges and develop specialized expertise. Supported by dedicated staff and a highly
collaborative culture the department is committed to advancing knowledge educating future leaders
and contributing solutions that improve health mobility energy and technology in society.

The Interdisciplinary Materials Science program at Vanderbilt University brings together faculty and
students from engineering physics chemistry and related fields to advance the discovery and application
of new materials. The program emphasizes a collaborative cross-disciplinary approach to research
spanning areas such as nanomaterials biomaterials energy materials and electronic and photonic
systems.

Students engage in cutting-edge research that integrates fundamental materials science with emerging
technologies often working across departments and research centers to address complex scientific and
societal challenges. With a strong focus on both theory and application the program prepares graduates
to contribute to innovations in areas such as sustainable energy advanced manufacturing and next-generation devices supported by a vibrant academic community and dedicated administrative staff.

Duties and Responsibilities

Project Management:

• Work independently and in close collaboration with the Department Chairman Directors of
  Graduate and Undergraduate Studies Graduate Recruitment Director(s) and Grants
  Manager to manage all matters related to doctoral 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
• Work with Interdisciplinary Materials Science leadership on defined scope of work related to that
  doctoral program.

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 and Interdisciplinary Materials
  Science; 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
• Assist with Interdisciplinary Materials Science events and initiatives as needed
• Perform other duties as assigned

Supervisory Relationships: This position does not have supervisory responsibility and reports administratively and functionally to the Senior Administrative Officer in Mechanical Engineering with a dotted line reporting to the leadership in Interdisciplinary Materials Science.

Qualifications

• A bachelors degree is required.
• Proficiency in Microsoft office is required. Database experience is preferred.
• At least 2 years of customer service experience 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.
• Working on campus on hybrid schedule is required.
• Financial background including the review of budgets is preferred.
• University/College background is preferred.