Graduate Program Coordinator - 24485BR

Graduate Program Coordinator

Chemical & Petroleum Engr
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Chemical and Petroleum Engineering Department at The University of Kansas is hiring for a Graduate Program Coordinator. This position will work closely with the Director of Graduate Studies and the Chair to continue the growth and success of the graduate programs in the department. The Graduate Program Coordinator will manage and review incoming applications, communicate frequently with prospective students, and monitor the progress of graduate students as they fulfill degree requirements.

The Chemical and Petroleum Engineering (CPE) Department is a large academic department in the School of Engineering with undergraduate and graduate programs in both chemical and petroleum engineering. CPE is conducting pioneering research sponsored by industry as well as federal and state grants. For more information about CPE, visit

Job Description

35% Admissions and Recruiting:

  • Attend trainings and stay current on the use of all university systems/technology related to tracking and collecting documents for prospective students, setting up and managing recruiting campaigns, and managing the admissions cycles.
  • Work directly with the graduate studies office and the department graduate director regarding general correspondence with prospective students by federal mail, electronic mail, telephone, and social media when applicable regarding required application procedures and admissions deadlines.
  • Manage and review all incoming applications, communicate incomplete items with applicants, and upload documents received by mail or email. Manage admissions database and application summary documents for the admission committee.
  • Work with the Graduate Director to schedule admissions meetings.
  • Process all admissions, denials, deferrals, and other admissions decisions as directed by Graduate Director and committee. Help compose offer letters for final approval and communicate offers to students.
  • Assist with scholarship and fellowship nominations.
  • Help draft and distribute recruiting campaigns, including the annual name exchange program, and assist in the preparation of publicity and public relations materials for the graduate programs, including updating information on the graduate admissions page on the website.
  • Organize local recruiting events and/or attend regional career fairs as directed by the Graduate Director. Travel to off-campus recruiting events as decided in coordination with the program Directors and Research and Grad Programs.
  • Organize the annual Hospitality Suite at AIChE. Create and distribute flyers for the event, promotional materials, and order catering. Order and maintain all recruiting gear, such as giveaways, posters, pamphlets, handouts, signup cards, etc. Manage post-event communications.
  • Each spring, work with the School of Engineering and the Self Graduate Fellowship office to coordinate prospective graduate student visitation day, arrange travel, and schedule meetings with faculty members, tours of campus and research labs, and meals.
  • Recruit and oversee volunteers from current student body to assist incoming students with any necessary details of arrival and enrollment.
  • Facilitate new graduate student orientation before the start of the fall and spring semesters.
  • Work with the Graduate Director to prepare applications for obtaining funds to enhance the recruitment budget: e.g., SELF Graduate Fellowship Recruitment fund, and Graduate Students Scholarships.

35% Monitoring Student Progress:

  • Attend trainings and stay current on student progress related software at the department, school, and university levels.
  • Create and maintain all files and records for current graduate students physically and electronically.
  • Monitor each graduate student’s progress with respect to their degree requirements (MS & Ph.D., Plans of Study, PtD forms, creating/posting exam flyers, etc.).
  • Communicate as needed with students, graduate admissions, student advisors, and the school of engineering research and graduate programs staff in all matters related to graduate students and programs, including activities, procedures, policies, deadlines, and probation and dismissal decisions.
  • Process related paperwork in a timely fashion.
  • Update internal Progress to Degree files and manage electronic archived files.
  • Update the Graduate Program Manual annually and distribute it to new students at spring and fall orientation.
  • Analyze retention data and organize retention related events and workshops in coordination with the Graduate Director and the School of Engineering.
  • Work with the Graduate Director on assessments related to the graduate programs in the department.
  • Work with Graduate Director to identify students for different university level awards.
  • Work with the Department Awards Committee to collect and upload graduate student packages for consideration for department graduate awards.

15% GTA/GRA contracts:

  • Work with students, faculty, and department staff in preparing 3G (GRA/GTA/GA) payroll appointment forms for newly admitted and continuing students and manage students’ sponsored tuition and staff rate forms submission each semester. Communicate with faculty on source of funding and maintain related records.
  • Process GRA appointment paperwork for new Self Graduate Fellowship awards and forward to the Self Graduate Fellowship Program as needed.
  • Assist international students in applying for SSN#, communicate contract requirements such as the new GTA conference, and work with the SSC to ensure on-time payment for students.
  • Monitor student records to ensure all students meet the admission/appointment/enrollment requirements and communicate GTA English requirements to non-native English speakers.
  • Assist the Graduate Director in assigning GTA positions and communicate assignments to both students and instructors of records.
  • Maintain GTA evaluations and communicate unsatisfactory evaluations to central HR as needed.

10% Seminar:

  • Work with the faculty coordinator and the Graduate Director to organize the C&PE 800: Graduate Seminar schedule each fall and spring.
  • Coordinate speaker visits, including assisting in making travel arrangements for external speakers, organizing itineraries, creating and distributing announcement flyers, posting abstracts on the course and department website, emailing reminders to students and faculty, collecting and filing all reimbursement receipts with the ETE-SSC financial specialist, sending post-contact emails to external speakers to ensure they have turned in all their receipts and paperwork, and tracking to make sure speakers are reimbursed in a timely manner.
  • Help organize workshops and trainings for seminar weeks without an external speaker.

5% Meetings and Other Duties as Assigned:

  • Attend meetings and seminars presented by the graduate school, school of engineering, or other KU departments to maintain knowledge of the graduate admission standards and enrollment/appointment requirements for domestic and international students.
  • Work closely with International Student Services and the Applied English Center as needed to ensure that international students meet all admission/appointment/enrollment requirements. Maintain email distribution lists for graduate students and seminar notification.
  • Work with Graduate Director to coordinate graduate student office space and mailbox assignments and organize graduate student related committee meetings as required by the Graduate Director.
  • Work on special projects or other duties related to graduate students and programs as assigned by the Graduate Director or Chair.

Required Qualifications

  1. Bachelor’s degree and 3-years of relevant experience OR Master’s Degree.
  2. Excellent oral and written communication skills as evidenced by application materials and interview.
  3. Minimum of one year experience with Windows/Microsoft Office computer software (Word, Excel, PowerPoint, Access, etc.) and Adobe Acrobat.
  4. Experience working independently as evidenced by application materials and work history.

Preferred Qualifications

  1. Experience with Slate or similar software for admissions and enrollment management.
  2. Experience with Perceptive Content/Image Now Software.
  3. Experience working in a team environment.
  4. Strong interpersonal skills.
  5. Experience with Concur travel system.
  6. Experience working in a university environment.
  7. Experience working with faculty and researchers in a highly technical environment.

Additional Candidate Instructions

Only complete application packages submitted online will be considered. A complete application includes an online application form, resume, cover letter, names, and contact information for three professional references.

Review of applications will begin March 6, 2023 and continue until a qualified pool of applicants is identified.

Contact Information to Applicants

Prajna Dhar,

Advertised Salary Range


Work Schedule

M – F; 8 - 5 (40 hours)

Application Review Begins


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Posting Information
Posting ID:
Chemical & Petroleum Engr
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: