Graduate Program Coordinator, Biomedical Engineering
Vanderbilt University
The Graduate Program Coordinator is a dynamic, cross-functional role within the Vanderbilt School of Engineering (VUSE) supporting the Biomedical Engineering Department (BME, 80% of effort) and the Vanderbilt Institute for Surgery and Engineering (VISE, 20% effort). This is a non-supervisory role reporting primarily to the BME Graduate Program Manager (GPM) and the VISE Program Manager. This role will also support the BME department with marketing and social media to enhance the department's visibility and reputation.
The position requires independent judgment, initiative, and the ability to make decisions relative to the work unit. The successful candidate should be a collaborative team player willing to support as needed in an evolving academic setting. The position requires a high understanding of Vanderbilt University life, policies, and procedures.
Duties and Responsibilities
+ BME Graduate Program Coordination
+ Manage BME student card and submit expense reports.
+ Assist with student organization requests.
+ Assist in reviewing students' course registrations in YES (Your Enrollment System).
+ Assist with other financial aspects as needed.
+ BME Graduate Student Admissions and Recruitment
+ Schedule in-house recruitment meetings with the Director of Recruitment, chairs and Graduate Program manager.
+ Take an active part in recruitment meetings and take meeting notes.
+ Assist with prospective student & faculty matching process including data entry for the prospective students' faculty selection.
+ Create interview schedules for prospective students and faculty.
+ Choose department recruitment swag and place orders.
+ Gather quotes and make reservations with recruitment vendors (i.e. restaurants, hotels, bakeries, etc.).
+ On site support for campus recruitment.
+ Coordinate, in collaboration with the GPM, all seven annual events from calculating cost of food, what to order, and placing orders
+ BME Student Support and Engagement
+ Create Excel files to set up and schedule mentoring meetings.
+ Gather mentor meeting responses from faculty survey, identify time slots when the committee can meet, and schedule meetings on faculty and student schedules.
+ Create supporting Excel documents and handle additional communications for mentoring meetings, as needed.
+ Take point on managing department master’s students with support from the GPM
+ Coordinate with master’s students’ faculty as needed.
+ Aid in department initiative to grow this program, as needed.
+ VISE Program Coordination
+ Assist the VISE Program Manager with marketing and social media including maintaining an active presence on LinkedIn, Instagram, Threads, Facebook, and YouTube.
+ Create graphics for socials.
+ Create short videos for socials (video editing skills not necessary but must be willing to learn video editing).
+ Assist with department programs and events including VISE Seminar series, VISE Summer Fellows Program (VSF) and annual VISE symposium.
+ Responsible for maintaining T32 grant evaluation data.
+ BME Marketing and Social Media
+ Assist the department chair with marketing and social media including maintaining an active presence on LinkedIn and X (Twitter).
+ Assist with department programs and events.
+ Collaborate in choosing and ordering department promotional materials.
+ Other duties as assigned
Qualifications
+ A bachelor’s degree from an accredited institution of higher education is required.
+ At least one year of comparable experience is required. A combination of education and experience or experience in lieu of education will be considered.
+ Experience working in an academic environment.
+ Strong teamwork and problem-solving skills.
+ Resourceful, dependable and has a preference towards action
+ Proficiency in Microsoft Office, especially Excel, and Adobe suites.
+ Experience with Canva and Trello, or similar software programs, or the ability and willingness to learn new software programs.
+ Comfort with new technology and ability to adapt easily to changes in technology and processes.
+ Ability to multitask and maintain a high level of organization.
+ Professional and pleasant attitude with the ability to work with tact and diplomacy when interacting with students, faculty, and staff.
+ Strong verbal and written communication
Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.
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