Graduate Program Coordinator, Chemical and Biomolecular Engineering and Interdisciplinary Materials Science

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 Chemical and Biomolecular 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 PhD 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 Chemical and Biomolecular Engineering at Vanderbilt University is a collaborative and interdisciplinary community advancing research and education across a broad range of areas, including reaction engineering and catalysis, thermodynamics and transport phenomena, biomolecular engineering, computational modeling, and sustainability-focused process design. These efforts span applications such as drug delivery, metabolic engineering, advanced materials, renewable energy, and environmental systems.

Faculty and students work at the intersection of chemical engineering, biology, and the physical sciences, often in close partnership with Vanderbilt's medical center, data science institute, and other interdisciplinary research centers. This environment fosters innovation that bridges fundamental molecular and cellular science with real-world engineering solutions, frequently advancing from discovery to translational impact.

Students in the department engage deeply in research, working closely with faculty to address complex engineering and scientific challenges and to 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 human health, sustainability, and the development of next-generation materials and processes.

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.

Key Functions and Expected Performance:

• 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
• Proactively communicate with students and faculty advisors about upcoming deadlines for committee meetings, qualifying exams, and dissertation defenses; distribute reminder timelines and required forms well in advance of each milestone
• Assist students in scheduling committee meetings and dissertation defenses, including coordinating faculty availability, reserving rooms, and ensuring all required paperwork is submitted to the Graduate School on time
• Maintain a tracking dashboard of each student's milestone progress (committee formation, qualifying exam completion, dissertation proposal, and defense) to identify students who may be falling behind and flag for DGS follow-up
• 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 Chemical and Biomolecular 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 ChEGSA 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
• Manage and regularly update departmental social media accounts (LinkedIn, Instagram, X/Twitter) to promote graduate research highlights, student achievements, program news, and recruiting content, with particular emphasis on marketing Master's degree programs to prospective students
• Maintain and refresh the ChBE graduate program webpages, including program descriptions, funding opportunities, student profiles, and alumni spotlights, to strengthen the department's recruiting presence
• Coordinate and support graduate student social events throughout the year (e.g., welcome receptions, end-of-semester gatherings, recognition events) to build community and a sense of belonging within the graduate program
• Assist in organizing and promoting department seminar series, including managing speaker invitations, scheduling, advertising to graduate students, and coordinating logistics for speaker visits
• Work with Interdisciplinary Materials Science leadership on defined scope of work related to that doctoral program, including coordination of recruitment, onboarding, financial costing, and enrollment management for IMS students.

Administration of Graduate Student Recruitment Process:

• Coordinate the application process by managing graduate student applications in the SLATE system for department programs in Chemical and Biomolecular 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 ~50 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