Graduate Program Coordinator

PhD Program Coordinator

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. The ideal candidate thrives in a cycle-driven environment - moving from the intensity of December admissions to the complexity of summer funding - and serves as a steady, empathetic, and responsive resource for our graduate community.

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.
• Financial Management & Funding (30%)
• 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.
• Academic Milestones & Program Admin (25%)
• 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.
• Career Services & Alumni Engagement (15%)
• 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.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

To learn more about LSA's Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.

Union Affiliation

This position is included in the bargaining unit represented by the University Staff United (USU), which represents bargaining unit members in all matters with respect to wages, benefits, hours and other terms and conditions of employment.

Benefits at Michigan

• 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.

Background Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.

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.