Graduate Program Coordinator - Chemical and Biomolecular Engineering (144228)

Job description


Graduate Program Coordinator

Department of Chemical and Biomolecular Engineering

University of Illinois at Urbana-Champaign

The Graduate Program Coordinator 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.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit


  • Administer the department’s graduate program. Serve as primary point of contact for current graduate students regarding department and campus policies and procedures. Manage Graduate Student Handbook.
  • Organize and oversee graduate recruiting visits for prospective students. Prepare preliminary budget for activities and work with the Graduate Committee to review and finalize. Recruiting events may require oversight during evenings and weekends. Make reservations for restaurants and hotels, aid visitors with travel arrangements, and help resolve travel issues during the visit.
  • 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.
  • Review degree audits, and theses. Coordinate petition completions and submissions, and graduate student annual reviews. Coordinate qualifying exams, preliminary exams, and the final thesis defense processes. Update graduate student database and requirement spreadsheets. Monitor student registration and grade assignments.
  • 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.
  • Advise and aid in the planning and coordination of graduate student events, including the Graduate Student Research Symposium, welcome events for incoming students, and other department approved activities of the Graduate Student Advisory Committee (GSAC).
  • Monitor graduate student appointments. Prepare rating forms for graduate students receiving fellowships or needing courtesy waivers. Ensure graduate students register for and attend required teaching assistant training.
  • 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.
  • Serve as department liaison for cross-campus committees involving the departmental office and the Graduate College, Admissions and Records, Minority Affairs, Student Affairs (domestic and international), School of Chemical Sciences, and other College, campus, and department offices.
  • Work with ChBE administration to prepare proposals for support of the graduate program, for internal programs like training grants, the block grant from the graduate college, and from corporate partners and foundations.
  • Manage and resolve complex problems and confidentiality issues involving admission of graduate students, releasing educational record information.
  • 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.
  • Coordinate EPI tests and TA orientation 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 (internal, graduate college, LAS, COE, etc.) Work with ChBE administration to determine availability of fellowships. 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.
  • Coordinate the recruiting process for the department. Research and develop new recruitment practices, propose new content to update brochures, videos, etc. Coordinate with communications staff to effectively use online resources such as department webpage, Facebook, LinkedIn. Organize and plan traditional recruitment efforts, such as booths at professional conferences. Update and provide recruitment materials for these events. Coordinate with campus and College of Engineering programs (e.g., ASPIRE, MERGE) on efforts to recruit underrepresented groups.
  • Manage and update content of the department website pertinent to the Graduate Program, which includes descriptions of program requirements, department personnel, and research activities. Post information to electronic bulletin boards (Compass/Canvas).
  • Other duties as assigned by the Head, the Director of Graduate Studies, Graduate Admissions Chair, and the Graduate Program Committee.



  • Bachelor’s degree in engineering, chemistry, business administration or related field.
  • Two years of managerial experience in an office setting.
  • Demonstrated experience working with people from diverse backgrounds.


  • Experience coordinating and hosting large (50+) events.
  • Experience in higher education and student services.

Successful candidates will have:

  • Working knowledge of state, federal, private, and institutional policies and procedures.
  • Ability to interpret and administer policies.
  • General familiarity of graduate education programs, and program requirements and expectations.
  • Working knowledge of and adherence to state, federal, private, or institutional policies and procedures.
  • Working knowledge of the University of Illinois.
  • Ability to interpret and administer policies.
  • Proven track record of customer services with particular emphasis on interactions with faculty and graduate students.
  • Ability to prepare reports and proposal with minimal oversight.
  • Must be results oriented with strong organizational and time management skills.
  • Strong interpersonal, written and oral communication skills.
  • Awareness of, and sensitivity to, cultural and linguistic differences.
  • Commitment to diversity and inclusion.


This is a full-time Civil Service Program Coordinator position appointed on a 12 month service basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.


Applications must be received by May 17, 2021. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload your cover letter, resume (months and years of employment must be included), and academic credentials for bachelor's degree (required) and (if applicable) master's degree or higher (unofficial transcripts or diploma may be acceptable) and names/contact information for three professional references.

In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, please contact Leslie Chenoweth, [email protected]. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

College Name or Administrative Unit:Liberal Arts and Sciences Category:2-Administrative Title:Graduate Program Coordinator - Chemical and Biomolecular Engineering (144228) Open Date:05/03/2021 Close Date:05/17/2021 Organization Name:Chem and BioMolec Engr




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Job No:
Posted: 5/5/2021
Application Due: 5/17/2021
Work Type: Full Time