Vanderbilt University Program Coordinator II - Civil Engineering in Nashville, Tennessee

Program Coordinator II - Civil Engineering (Job Number: 1801629)


About the Position

The Vanderbilt School of Engineering currently has a Program Coordinator II position available. This position is housed in Civil and Environmental Engineering and will primarily manage the graduate program for the department. Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations. The position will function with a high degree of understanding of University life, policies, and procedures.

About the Unit

The Civil and Environmental Engineering Department’s mission is to be one of the foremost civil and environmental engineering programs in effecting tangible change to resolve problems of critical importance to humanity in the built environment and the natural world through inspired teaching, research, and service. And to maintain a culture of leadership within an educational setting that values research innovation and impact.

Duties and Responsibilities


  • Workindependently and in close collaboration with the Department Chairman,Directors of Graduate Studies, and Graduate Recruitment Directors to manage allmatters related to graduate students

  • Coordinateapplication process by managing graduate student applications in SLATE systemfor department programs in Civil, Environmental, Construction Management, andRisk and Reliability; review applications for completion, monitor activities byDGS and PD and sponsoring faculty, proceed with action to accept or reject

  • EnterRecommendation for Action decision in SLATE on behalf of DGS/DGR and liaisonwith Associate Dean for Graduate Studies about admission decisions

  • Assurethat appropriate communications regarding acceptance or rejection aretransmitted to applicants

  • Preparefiles for accepted applicants, noting conditions of acceptance, and post tosupport grid for financial planning.

  • Answerinquiries from prospective students regarding type of scholarship, tuitioncosts, health insurance, stipend or salary, source of support, and status ofposition

  • Assistfaculty and program DGS with review of applications and available positions;obtaining all necessary information regarding prospective students; distributeresults of applications

  • Assistwith registration as needed for all current students, tracking students fromfirst year to terminal year, including assistance with scheduling of qualifyingexams, committee meetings, and dissertation defense forms

  • Confirmgraduate student course enrollment in YES in planning financial support persemester

  • Firstcontact resource for resolving discrepancies in course credits to studentaccounts; communicating administrative information about program activities,basic information about curriculum and academic regulations for graduateprograms

  • Coordinateand maintain all graduate program communication-related correspondence, files,and records; liaison with staff of School of Engineering, Graduate School, andother departments in support of program activities

  • Workclosely with each DGS to resolve problems and assist with all graduate studentissues

  • Workclosely with Office of Student Accounts to ensure that all graduate students’accounts are charged accurately.

  • Maintainstudent records and prepare reports to document number of graduates per programand/or per year. Compile and maintainhistorical information for program, school, and governmental benchmarkingreports

  • Act asdepartment coordinator for Responsible Conduct of Research compliance

  • Organize,manage and direct new graduate student orientation(s)

  • UpdateCEE Graduate Student Handbook as needed and arrange for update to website

Administrationof Graduate Student Recruitment Process:

  • Organize,manage and direct graduate student recruitment events.

  • UtilizeSLATE system to pull applicant information for interviewing potential graduatestudents

  • Workwith and provide information to Graduate Recruiters and Committee duringrecruitment time to assist with all administrative needs of recruitment

  • Coordinateprospective student recruitment events and all other student visits

  • Arrangeall travel for incoming interviewee students, including hotel andtransportation

  • Createitineraries for each student to interview with faculty

  • Scheduleand coordinate meals and entertainment


  • Analyzing,forecasting, and developing annual teaching assistant aid budget in order toprovide strategic direction for the CEE Department Chair and FUM

  • Processand review all graduate student salary, tuition, insurance, and activity feesto ensure timely and accurate entries

  • Act asSkyVU Line Manager to enter payroll data and confirm completion of I-9 processfor all new graduate students

  • Act asSkyVU Line Manager to revise payroll records according to source of fundspertaining to continuing graduate students

  • PrepareGraduate Award Forms for approval of tuition and insurance payments; enteron-line payments to Student Accounts system

  • Preparestipend payments and graduate award documentation for Fall, Spring, and Summersemesters in timely manner

  • Independentlymaintain graduate student financial support grid and manage spreadsheet fordepartmental graduate aid budget by semester and year, reconciling graduate aidbudget to assure correct and accurate accounting

Serve as DepartmentResource:

  • Coordinatespace and facilities planning to accommodate graduate students, postdocs, andadjunct faculty

  • Understandand communicate new/updated policies, procedures, deadlines and timeframes fromthe Graduate School, International Services Offices, and other related federalor university agencies

  • Attendall appropriate training offered by the University

  • Performother departmental duties as assigned


  • Bachelor’sDegree preferred

  • Financialbackground including the review of budgets

  • Higher Education background; Engineering preferred

  • Proficientin Microsoft Office, Adobe, and databases in general

  • Comfortable with adapting to new technological systems and processes

  • Abilityto work on multiple projects simultaneously

Success Factors

  • Excellentverbal and written communications skills

  • Meticulousattention to detail and organization

  • Greatcustomer service and problem solving skills

  • Dependable,motivated, and willing to learn

  • Positiveattitude

  • Teamplayer

About VanderbiltUniversity

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students, faculty, and staff frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University 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 bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently named the “best large employer” in Tennessee and a top employer for women by Forbes , ranked #1 in the PrincetonReview among 384 top colleges and universities for having the best financial aid in the nation – as well as #3 for “happiest students,” “quality of life” and “beautiful campus,” #4 for both being in a “college city that students love” and for having “great campus/city relations.”

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University 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 .

Position requires HS Diploma/GED and 2 Years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 15230 - Civil Engineering

Job: Institutional Affairs Professionals

Vanderbilt University is committed to principles of equal opportunity and affirmative action