The Vanderbilt School of Engineering currently has a Graduate Program Coordinator II position available. This position is housed in Mechanical Engineering (ME).
Duties require 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.
The Mechanical Engineering department provides a broad-based engineering education with opportunities for students to elect courses in areas of study related to any industry and, with careful planning achieve some specialization. The mechanical engineering program prepares an individual to become a practicing engineer who can participate fully in the engineering activities of design, building, operation, production, maintenance, safety, marketing, sales, research, and administration. Numerous research projects allow faculty and students to collaborate in areas of combustion and propulsion, robotic surgery, powered prosthetics, nanotechnology, thermal fluids and medical devices.
Duties and Responsibilities
Work independently and in close collaboration with the Department Chairman, Directors of Graduate Studies, and Graduate Recruitment Directors to manage all matters related to graduate students
Coordinate application process by managing graduate student applications in SLATE system for department program in Mechanical 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
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
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)
Update Mechanical Engineering Graduate Student Handbook as needed
Update the website
Administration of Graduate Student Recruitment Process:
Organize, manage and direct graduate student recruitment events
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
Analyzing, forecasting, and developing annual teaching assistant aid budget in order to provide strategic direction for the Mechanical Engineering Department Chair and Financial Unit Manger (FUM)
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
Work with Human Capital Manager (HCM) to process ME and IMS students into the system
Act as SkyVU Line Manager to revise payroll records according to source of funds pertaining to continuing graduate students
Prepare Graduate Award Forms for approval of tuition and insurance payments; enter on-line payments to Student Accounts system
Prepare stipend payments and graduate award documentation for Fall, Spring, and Summer semesters in timely manner
Independently maintain graduate student financial support grid and manage spreadsheet for departmental graduate aid budget by semester and year, reconciling graduate aid budget to assure correct and accurate accounting
Serve as Department Resource:
Coordinate space and facilities planning to accommodate graduate students, postdocs, and adjunct faculty
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
Perform other departmental duties as assigned
Profile of an Ideal Candidate
Bachelor's Degree preferred
Financial background including the review of budgets
Proficient in Microsoft office, adobe, and have database experience
Comfort with new technological systems. Adapts easily to changes in technology and process
Ability to work on multiple projects simultaneously
Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 2000182
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.