Graduate Program Coordinator
Vanderbilt University, Nashville, TN, United States
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 human–device 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 the 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 for all current students, tracking them 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 and plan financial support per semester.
Serve as first contact resource for resolving discrepancies in course credits to student accounts; communicate 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; liaise with staff of the School of Engineering, Graduate School, and other departments in support of program activities.
Work closely with the DGS to resolve problems and assist with all graduate student issues.
Work closely with the Office of Student Accounts to ensure that all graduate students’ accounts are charged accurately.
Maintain student records and prepare reports to document the number of graduates per program and/or per year.
Compile and maintain historical information for program, school, and governmental benchmarking reports. Maintain the department alumnus spreadsheet.
Act as department coordinator for Responsible Conduct of Research compliance.
Update the Mechanical Engineering Graduate Student Handbook.
Update the student sections of the department website.
Provide daily 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 assist with ordering as needed.
Ensure TA/RA switches occur.
Submit TAs for Brightspace access.
Manage the graduate student listserv.
Work with Interdisciplinary Materials Science leadership on the 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 and sponsoring faculty.
Utilize SLATE system to pull applicant information for interviewing potential graduate students.
Enter Recommendation for Action decisions in SLATE on behalf of DGS/DGR and liaise with relevant parties.
Associate Dean For Graduate Studies About Admission Decisions
Assist faculty and program DGS with review of applications and available positions; obtain all necessary information regarding prospective students and 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 visits 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 the I‑9 process for all new graduate students.
Submit and confirm payroll revisions to HCM according to source of funds for continuing graduate students.
Enter online payments to Student Accounts system, manage the funding spreadsheet, and ensure costing is completed by deadline.
Prepare stipend payments and graduate award documentation for Fall, Spring, and Summer semesters in a timely manner.
Maintain the 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 the department including relevant webpages and other publications.
Understand and communicate new and 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 backup procurement requestor.
Maintain and 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 bachelor's degree is required.
Proficiency in Microsoft Office is required. Database experience is preferred.
At least two 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 a hybrid schedule is required.
Financial background, including the review of budgets, is preferred.
University/college background is preferred.
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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 human–device 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 the 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 for all current students, tracking them 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 and plan financial support per semester.
Serve as first contact resource for resolving discrepancies in course credits to student accounts; communicate 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; liaise with staff of the School of Engineering, Graduate School, and other departments in support of program activities.
Work closely with the DGS to resolve problems and assist with all graduate student issues.
Work closely with the Office of Student Accounts to ensure that all graduate students’ accounts are charged accurately.
Maintain student records and prepare reports to document the number of graduates per program and/or per year.
Compile and maintain historical information for program, school, and governmental benchmarking reports. Maintain the department alumnus spreadsheet.
Act as department coordinator for Responsible Conduct of Research compliance.
Update the Mechanical Engineering Graduate Student Handbook.
Update the student sections of the department website.
Provide daily 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 assist with ordering as needed.
Ensure TA/RA switches occur.
Submit TAs for Brightspace access.
Manage the graduate student listserv.
Work with Interdisciplinary Materials Science leadership on the 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 and sponsoring faculty.
Utilize SLATE system to pull applicant information for interviewing potential graduate students.
Enter Recommendation for Action decisions in SLATE on behalf of DGS/DGR and liaise with relevant parties.
Associate Dean For Graduate Studies About Admission Decisions
Assist faculty and program DGS with review of applications and available positions; obtain all necessary information regarding prospective students and 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 visits 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 the I‑9 process for all new graduate students.
Submit and confirm payroll revisions to HCM according to source of funds for continuing graduate students.
Enter online payments to Student Accounts system, manage the funding spreadsheet, and ensure costing is completed by deadline.
Prepare stipend payments and graduate award documentation for Fall, Spring, and Summer semesters in a timely manner.
Maintain the 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 the department including relevant webpages and other publications.
Understand and communicate new and 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 backup procurement requestor.
Maintain and 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 bachelor's degree is required.
Proficiency in Microsoft Office is required. Database experience is preferred.
At least two 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 a hybrid schedule is required.
Financial background, including the review of budgets, is preferred.
University/college background is preferred.
#J-18808-Ljbffr