Vanderbilt University Program Coordinator - Electrical Engineering in Nashville, Tennessee

Program Coordinator - Electrical Engineering (Job Number: 1800461)


About the Position: The Vanderbilt School of Engineering currently has a Program Coordinator II position available. This position is housed in the Electrical Engineering and Computer Science department (EECS). It will primarily manage the Electrical Engineering program and will be support for the Computer Science Program.

Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations as well as other tasks assigned. The position will function with a high degree of understanding of University life, policies, and procedures.

About Vanderbilt: Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.

About the Department: Electrical Engineering has been primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving. Computer science blends scientific and engineering principles, theoretical analysis, and actual computing experience to provide students with a solid foundation in the discipline. Degree program emphasis is on computing activities of both practical and intellectual interest and on theoretical studies of efficient algorithms and the limits of computation. Specific strengths of the EECS department include cyber-physical systems, radiation effects and reliability of microelectronics, medical image processing, nanoscience and nanotechnology, and intelligent and integrative systems.

Duties,Responsibilities, and Expected Outcomes:


  • Work independently and in close collaboration with theDepartment Chairman, Directors of Graduate Studies, and GraduateRecruitment Directors to manage all matters related to graduate students

  • Coordinate application process by managing graduatestudent applications in SLATE system for department program in ElectricalEngineering; review applications for completion, monitor activities by DGSand PD and sponsoring faculty, proceed with action to accept or reject

  • Enter Recommendation for Action decision in SLATE onbehalf of DGS/DGR and liaison with Associate Dean for Graduate Studiesabout admission decisions

  • Assure that appropriate communications regardingacceptance or rejection are transmitted to applicants

  • Prepare files for accepted applicants, notingconditions of acceptance, and post to support grid for financialplanning.

  • Answer inquiries from prospective students regardingtype of scholarship, tuition costs, health insurance, stipend or salary,source of support, and status of position

  • Assist faculty and program DGS with review ofapplications and available positions; obtaining all necessary informationregarding prospective students; distribute results of applications

  • Assist with registration as needed for all currentstudents, tracking students from first year to terminal year, includingassistance with scheduling of qualifying exams, committee meetings, anddissertation defense forms

  • Confirm graduate student course enrollment in YES inplanning financial support per semester

  • First contact resource for resolving discrepancies incourse credits to student accounts; communicating administrativeinformation about program activities, basic information about curriculumand academic regulations for graduate programs

  • Coordinate and maintain all graduate programcommunication-related correspondence, files, and records; liaison withstaff of School of Engineering, Graduate School, and other departments insupport of program activities

  • Work closely with each DGS to resolve problems and assistwith all graduate student issues

  • Work closely with Office of Student Accounts to ensurethat all graduate students’ accounts are charged accurately

  • Maintain student records and prepare reports todocument number of graduates per program and/or per year. Compileand maintain historical information for program, school, and governmentalbenchmarking reports

  • Act as department coordinator for Responsible Conductof Research compliance.

  • Organize, manage and direct new graduate studentorientation(s)

  • Update Electrical Engineering Graduate Student Handbookas needed

  • Update the website

Administrationof Graduate Student RecruitmentProcess:

  • Organize, manage and direct graduate studentrecruitment events

  • Utilize SLATE system to pull applicant information forinterviewing potential graduate students

  • Work with and provide information to GraduateRecruiters and Committee during recruitment time to assist with alladministrative needs of recruitment

  • Coordinate prospective student recruitment events andall other student visits

  • Arrange all travel for incoming interviewee students,including hotel and transportation

  • Create itineraries for each student to interview withfaculty

  • Schedule and coordinate meals and entertainment


  • Analyzing, forecasting, and developing annual teachingassistant aid budget in order to provide strategic direction for the EECSDepartment Chair and FUM

  • 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 andconfirm completion of I-9 process for all new graduate students

  • Act as SkyVU Line Manager to revise payroll recordsaccording to source of funds pertaining to continuing graduate students

  • Prepare Graduate Award Forms for approval of tuitionand insurance payments; enter on-line payments to Student Accounts system

  • Prepare stipend payments and graduate awarddocumentation for Fall, Spring, and Summer semesters in timely manner

  • Independently maintain graduate student financialsupport grid and manage spreadsheet for departmental graduate aid budgetby semester and year, reconciling graduate aid budget to assure correctand accurate accounting

Serve as DepartmentResource:

  • Coordinate space and facilities planning to accommodategraduate students, postdocs, and adjunct faculty

  • Understand and communicate new/updated policies,procedures, deadlines and timeframes from the Graduate School,International Services Offices, and other related federal or universityagencies

  • Attend all appropriate training offered by theUniversity

  • Work closely and provide backup support for theComputer Science program

  • Perform other departmental duties as assigned


  • Bachelor’s Degree preferred

  • Financial background including the review of budgets

  • University/College background – Engineering preferred

  • Proficient in Microsoft office, adobe, and havedatabase experience

  • Comfort with new technological systems. Adapts easilyto changes in technology and process

  • Ability to work on multiple projects simultaneously

  • Professional and pleasant attitude with considerabletact, diplomacy, and judgment in interactions with students, faculty, andstaff

  • Excellent verbal and written communications skills

  • Meticulous attention to detail and organization

  • Great customer service and problem solving skills

  • Dependable, motivated, and willing to learn

  • Positive attitude

  • Team player

Benefits: In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview at

This position requires a Bachelors degree and 2 Years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 15240 - Electrical Engineering and Computer Science

Job: Institutional Affairs Professionals