Graduate Program Coordinator

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in this role within the Department of Astronomy and outline your experience managing complex academic milestones, student funding, and navigating sensitive student issues. Who We Are The Department of Astronomy is a diverse and vibrant intellectual community dedicated to excellence through research and teaching. The unit is home to 23 faculty members, 20 postdoctoral research fellows, 35 graduate students, and 6 administrative staff. We foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world. Mission Statement The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. Job Summary The Department of Astronomy is seeking a highly skilled PhD Program Coordinator to manage the lifecycle of our doctoral students. This is a critical role that requires a blend of high‑level project management, financial precision, and student advocacy. You will oversee everything from graduate student recruitment and admissions to complex funding appointments and degree conferral. Responsibilities Admissions & Recruitment (25%) Coordinate department representation and materials for national conferences (NSBP, SACNAS). Manage the Fall Preview Event, including application review, faculty participation, and the Research Symposium. Monitor PhD applications; coordinate the Admissions Committee review process and interviews. Manage fee waiver requests, Rackham RMF allocations, and waitlist communications. Lead the planning for the Astro PhD Visit Day, including travel booking, faculty/student meeting schedules, and catering. Manage PhD Orientation, coordinate ELI evaluations for international students, and facilitate computer orders and desk assignments for the incoming cohort. Finalize Fall/Winter/Summer funding in conjunction with the West Hall Business Office. Manage GSI assignments, GSRA appointments, and fellowship submissions. Upload Fellowship Benefit spreadsheets and enter funding/fee payments through the Financial Aid system. Ensure international student health insurance fees are processed. Prepare the Rackham Block Grant report and track Rackham Recruitment Grants. Monitor the Astro PhD Funding spreadsheet for accuracy against LSA HR records and ensure data integrity for departmental KPIs. Manage the nomination process for prestigious awards, including the Ralph Baldwin Prize, ProQuest Distinguished Dissertation, NSF GRFP, and NASA (NESSF) fellowships. Act as the first point of contact for students to triage inquiries and resolve issues, referring them to campus resources (CAPS, SSD) as necessary. Track First‑Year research projects, 2nd‑year Prelim Exams (scheduling, room reservations, and outcome letters), and 3rd‑year dissertation committee formations. Create research courses (901/902), issue student permissions, and verify full‑time registration status. Process master’s and PhD degree checkout forms and maintain the Graduate Student Database and student files on MBox/Google Drive. Update the Graduate Handbook annually. Facilitate career services, including coordinating the Grad Talks schedule and maintaining a library of successful postdoc application samples. Complete annual Rackham Doctoral Placement Tracking and maintain updated alumni records for the department website. Coordinate exit interviews with the Graduate Chair for all departing students. Coordinate 4‑year AAS (American Astronomical Society) memberships for eligible students. Leadership & Representation (5%) Represent Astronomy at Rackham Chairs and Directors meetings and LSA‑wide administrative sessions. Advise the Graduate Chair and Admissions Chair on enrollment targets, funding eligibility, and policy changes. Build relationships with counterparts in Physics, Applied Physics, Earth, and CLASP to coordinate cross‑departmental GSI recruiting. Contribute to process improvements and innovative projects that enhance student support and team effectiveness. Required Qualifications Associate’s Degree and at least 4 years of administrative experience, preferably in a higher education graduate program, or the equivalent combination of education and experience. Proficiency with U‑M systems (Wolverine Access, Financial Aid system, M‑Pathways, eRecruit). Exceptional writing and interpersonal skills; ability to navigate sensitive student issues with empathy and discretion. Comfort navigating change, ambiguity, and evolving priorities with flexibility and professionalism. Ability to work both independently and collaboratively in an environment that values service, planning, and continuous improvement. Desired Qualifications Familiarity with GSRA/GSI appointment structures and LSA/Rackham funding models. Knowledge of University of Michigan and Rackham Graduate School policies and procedures. Experience with graduate student recruiting (NSBP, SACNAS) and organizing large‑scale visit events. Familiarity with MBox, Google Drive, and database management. Benefits Generous time off and a retirement plan with two‑for‑one matching contributions. Comprehensive health and life insurance options. Flexible spending accounts for healthcare and dependent care. Application Deadline Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended. U‑M EEO Statement The University of Michigan is an equal employment opportunity employer. #J-18808-Ljbffr