Job Positions

Graduate Programs Coordinator & Academic Adviser

Categories: Great Lakes Region 5


Department of Bioengineering, The Grainger College of Engineering


University of Illinois Urbana-Champaign

Date Posted:

May 11 2022 3:32PM

Close Date:

Jun 6 2022

Position Description

Reporting to the Associate Director of Operations and Associate Head for Graduate Programs, the Graduate Programs Coordinator & Academic Adviser manages the administration and operation of the MS, Ph.D., and graduate certificate programs within the Department of Bioengineering, is responsible for the programs’ recruitment, admissions, administration, and projects, and provides academic advising to support the personal, academic, and professional development of Bioengineering students within these programs.


•Serve as the staff advisor and primary contact for graduate students during their academic career. Track progress and provide communication and guidance on course selection, registration and related policies; explain and illustrate registration procedures. Approve student changes to academic status (petitions, withdrawals, course changes). Certify graduate degrees. Maintain all graduate student records online using the Graduate Records application in the Engineering Portal.
•Perform degree audits, thesis reviews, petition submissions, coordinate graduate student annual reviews, and coordinate qualifying, preliminary and final examination processes. Process requests for all preliminary and final exams through Graduate College (Thesis Office) and provide approved exam paperwork to students.
•Serve as a liaison to ISSS regarding CPT/OPT applications and visa renewals.
•Serve as a liaison to campus units responsible for English proficiency exams (EPI, EPT).
•Anticipate and take initiative in discovering and resolving graduate student problems in consultation with the appropriate faculty member(s).

Recruiting & Admissions
•Provide timely processing of application material to the Graduate College for admission of graduate students to the University; and follow up with applicants on missing items, receipt of required documentation, and admission decisions.
•Match applicant qualifications to fellowship opportunities and facilitate fellowship applications for new and continuing graduate students, including preparation of necessary paperwork for the Graduate College. •Coordinate the selection process for graduate student research or teaching assistant assignments and prepare the necessary correspondence for these decisions.
•Organize new student orientation for graduate students.
•Coordinate the recruitment process; Lead outreach efforts in collaboration with the campus and Grainger Engineering that recruit and broaden underrepresented groups and student participation in Bioengineering at multiple levels.
•In collaboration with the department’s Assistant Director of Marketing and Communications, create and distribute recruitment material of various media types to develop sources of high-quality graduate student prospects.
•Organize graduate recruiting visits for the department.
•Support and conduct recruiting events for high-quality targeted applicants, responding to inquiries, and assisting applicants as needed. This includes attending graduate school fairs, annual conferences, and other events that may be appropriate for recruiting well-qualified students into the program.

Program Administration
•Work with the faculty and Grainger Engineering to establish new courses and monitor existing courses to ensure that college and campus policies and procedures are followed; course revisions, new course proposals, Program of Study Updates, and reports as requested by Grainger Engineering and campus.
•Act as administrative liaison for the Associate Head of Graduate Programs, the Graduate Executive Committee, and the Graduate Admissions Committee, including organizing, scheduling, and facilitating regular meetings as well as documenting meeting minutes and distributing in a timely manner to the committee members.
•Prepare PowerPoint and other presentation materials on Department and Graduate Program events for the Department Head and Associate Head of Graduate Programs.
•Assist with program assessment, evaluation and analysis of overall effectiveness, including the collection and interpretation of statistical data on admissions, students, and graduation. Create reports and presentations in collaboration with the Associate Head and Department Head.
•Coordinate the Graduate Student Seminar Series and Annual Research Symposium.
•Actively seek out opportunities for and assist with nomination package procedures and communicate information and deadlines to students for College, University, and external organization awards.
•Monitor graduate program expenses against the Bioengineering Graduate Programs budget.

Special Projects
•Develop alumni relations program for students in the graduate program.
•Compile data for benchmarking activity through peer comparison, student surveys, and other sources. Analyze data to identify areas in need of improvement. Utilize data and analysis for strategic planning purposes.
•Assume additional appropriate related graduate program duties to further the mission of the department.

Application Process

To apply for this position, please create your candidate profile at and upload your cover letter, resume, and names/contact information for three references by June 6, 2022. Full consideration will be given to complete applications received by the closing date.

Institution Information

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 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. 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 ( As a qualifying federal contractor, the University of Illinois System uses E-Verify ( to verify employment eligibility ( The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants. University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

Additional Information

The Graduate Programs Coordinator & Academic Adviser position is a full-time, benefits-eligible academic professional position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. Applicants may be interviewed before the closing date; however, no hiring decision will be made until after that date. Salary is commensurate with experience and qualifications.
The position may require an adjusted work schedule and/or work outside of the normal work hours for special events.

Contact Information

For further information regarding application procedures, contact Amy Meharry at or 217-300-6905.


Required Qualifications

•Bachelor’s degree in a related field
•2 years professional work experience in academic advising, program management, admissions, recruiting, administration, or career development

Preferred Qualifications

•Master’s degree in a related field
•Comprehensive understanding of University, College, and Departmental policies and procedures related to the administration of graduate programs
•Experience in graduate programs and/or working directly with graduate students, including student recruitment
•Proficiency in Banner software, SLATE, ad-hoc query of the Enterprise Data Warehouse, and Grainger Engineering portal applications

•Ability to organize and manage diverse program activities involving people, data, and other resources •Excellent interpersonal skills, strong verbal and written communication skills, and a proven track record of customer service with particular emphasis on interactions with faculty and graduate students
•Proficient computer skills, especially the ability to use Microsoft Word, Excel, Access, and Outlook