Graduate Program Coordinator - Department of Chemical and Biomolecular Engineering (A1700573)

Graduate Program Coordinator

Department of Chemical & Biomolecular Engineering

University of Illinois at Urbana-Champaign

The Department of Chemical & Biomolecular Engineering (ChBE) seeks a full-time (12-month) academic professional as a Graduate Program Coordinator. This position will administer the programs that support Chemical & Biomolecular Engineering graduate students to the successful completion of their degrees and develop and implement recruiting procedures and materials that attract and process 300-400 applications each year.

Major Duties and Responsibilities
  • Manage the graduate admissions process for the department's graduate student applications for the Ph.D. program and joint degree programs in chemical engineering. Serve as primary contact for prospective graduate students. Determine admissions eligibility and recommendation to the Chair of the Graduate Recruiting Committee regarding limited status admissions and the formulation of department funding and admission offers.
  • Coordinate the recruiting process for the department. Research and develop new recruitment practices, propose new content and update brochures, videos, etc., coordinate with Communications Director to effectively use online and electronic resources such as department webpage, Facebook, LinkedIn. Organize and plan traditional recruitment practices such as booths at professional conferences and targeted distribution of recruitment materials to undergraduate chemical engineering programs, especially those serving under-represented groups. Update and provide recruitment materials for these events. Work with campus and College of Engineering programs (e.g., ASPIRE, MERGE) to recruit underrepresented groups to chemical engineering.
  • Manage, design, and update content of the department website pertinent to the Graduate Program, which includes descriptions of program requirements, department personnel, and research activities.
  • Organize and oversee graduate recruiting visits for prospective students. Prepare preliminary budget for recruiting visit activities, and work with the Graduate Committee to revise and finalize. Recruiting events will require oversight during evenings and weekends.
  • Manage the admission, immigration, orientation and matriculation of new graduate students. These activities will include managing the distribution and processing of foreign national documents (I-20, DS-2019) while accounting for lengthy visa approval processes. Certify that admission and enrollment processes are accurate and that students arrive for departmental orientation activities.
  • Manage and resolve complex problems and confidentiality issues involving admission of graduate students, releasing educational record information, and processing departmental payments to student accounts.
  • Serve as department liaison for cross-campus committees involving the departmental office and the Offices of the Graduate College, Admissions and Records, Minority Affairs, Student Affairs (domestic and international), Offices of the School of Chemical Sciences, and other College, campus, and department offices.
  • Coordinate efforts to enhance diversity of our graduate student body. Work with the graduate program committee regarding the department's participation in graduate recruiting events at conference of minority serving professional organizations.
  • Administer the department's graduate program. Serve as primary point of contact for current graduate students regarding department and campus policies and procedures.
  • Coordinate research advisor selection process. Arrange faculty presentations, collect student preferences, and work with the Head's office for assignments.
  • Perform reviews of degree audits, thesis reviews, petition submissions, and coordinate graduate student annual reviews. Coordinate spring and summer qualifying exams, preliminary exams, and the final thesis defense processes.
  • Coordinate the department advising process for incoming and current graduate students in collaboration with the Director of Graduate Studies. Serve as point of contact for incoming graduate students to orient them with the campus, and the community. Advise incoming students about general program requirements, and answer questions regarding applications for housing, insurance, and student benefits.
  • Manage graduate student appointments for both teaching assistantships and research assistantships each semester. Coordinate research assistant appointments with teaching assistant appointments and supplemental appointments. Analyze appointments to ensure that they conform with Graduate College and departmental requirements for teaching assistants. Coordinate faculty and student requests, student qualifications, and department policies for assignments.
  • Coordinate and aid in planning graduate student events, including the Graduate Student Research Symposium, welcome events for incoming students, and other official GSAC functions.
  • Coordinate EPI tests and TA orientation results for international students and teaching assistants, ensuring all students take and pass. Manage ESL tutoring for current graduate students.
  • Coordinate collection of nominations for graduate fellowships and travel awards (internal, graduate college, LAS, COE, etc.) Work with ChBE administration to determine availability of fellowships. Work with Head's office to select recipients. Research and identify fellowship opportunities on campus (e.g., Graduate College, LAS, COE)
  • Work with faculty and graduate students to increase number of graduate students supported by external fellowships and to develop processes for awarding departmental fellowships to the most deserving students. Research and identify fellowship opportunities off campus (e.g., NSF, NIH, NASA, and others) and make recommendations for opportunities and coordinate applications of graduate students.
  • Work with ChBE administration to prepare proposals for support of the graduate program, for internal programs like the block grant from the graduate college and from corporate partners and Foundations.
  • Other duties as assigned by the Head, the Director of Graduate Studies, and the Grad Program Committee.


  • Bachelor's degree in engineering, chemistry, business administration or related field.
  • Prior managerial experience in an office setting.
  • Strong interpersonal skills and the ability to work successfully with people of all backgrounds and levels on- and off-campus.
  • Working knowledge of and adherence to state, federal, private, or institutional policies and procedures
  • Ability to interpret and administer policies.

  • Experience coordinating and hosting large (50+) events and with abilities to prepare reports and proposal with minimal oversight.
  • Knowledge of UIUC policies and procedures in the graduate college, office of business and financial systems, student and minority affairs, etc.

Salary is commensurate with qualifications and experience. Starting date is as soon as possible after closing date.

Application Procedures: For full consideration, please create your candidate profile at and upload your cover letter, resume, and email addresses for three references by the closing date of October 2, 2017. Applicants may be interviewed before the closing date; however, no hiring decision will be made until after that date. The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

For further information/questions: Contact the SCS HR Office at or 217-300-1637.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit To learn more about the University's commitment to diversity, please visit

College Name or Administrative Unit: College of Liberal Arts & Sciences
Category: Academic Professional
Title: Graduate Program Coordinator - Department of Chemical and Biomolecular Engineering (A1700573)
Open Date: 09/18/2017
Organization Name: Chemical and Biomolecular Engr