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University of Rochester Graduate Program Coordinator - 226851 in Rochester, New York

Graduate Program Coordinator Job ID 226851


Sch Engineering & App Sci

Full/Part Time Full-Time

Favorite Job

Regular/Temporary Regular


Full Time 40 hours Grade 051 Ctr Med Tech Innov


8:30 AM-5 PM


This position is an Administrative Assistant position in the Department of Biomedical Engineering (BME). The position supports the academic mission of the Center for Medical Technology and Innovation (CMTI) and the BME department. A significant component of this position provides lead administrative coordination and support of all aspects of the Master’s in Medical Device Design program.

CMTI Master’s Program in Medical Device Design (30%)

Recruiting and Admissions

  • Process on-line graduate applications and maintain database and statistics. Correspond with all prospective students during the application process.

  • Schedule and attend CMTI Admission Committee meetings during recruiting season

  • Prepare and submit special fellowship applications (Sproull, Provost, and Dean’s Fellowships)

  • Arrange individual visits for graduate applicants as needed

  • Initiate and prepare admit forms and submit to College Graduate Studies office

  • Authority to sign and send offer of admission notices, rejection letters and other follow-up correspondence to graduate applicants.

  • Prepare I-20 paperwork for incoming foreign students. Work with ISO and College Graduate Studies offices

  • Conduct the CMTI graduate orientation session in July, prepare handouts, assist students in completing paperwork, and inform the students of procedures and policies during the session. Work with SMD Graduate Education Office, Offices of Educational Resources, ISO office, and Engineering Library

Current Master’s Students and Curriculum

  • Maintain currently enrolled graduate student files in database: Track Project Advisory meetings, seminar presentations, etc.

  • Attend monthly CMTI Student Committee meetings and take minutes. Maintain contact throughout the year with the Academic and Clinical Directors. Help prepare meeting agendas, inform students of changes in policy, contact students to notify of decisions to their petition requests.

  • Review graduate student registrations each semester and advise students of registration policies and deadlines. Work with College Graduate Studies office

  • Arrange Project Presentations Day with students, guests, and advisors.

  • Prepare and submit new graduate level course forms and course changes

  • Assist graduate students with special needs or concerns

  • Authority to initiate, prepare, and sign off on various certifications for current grad students and alumni: Verification of their status, enrollment, graduation date, etc.

  • Authority to sign off on petty cash vouchers, requests for payments, and other finance forms related to CMTI students

CMTI Administration and Management (30%)

  • Coordinate ongoing activities for CMTI Executive Director, ensuring calendar is updated and maintained

  • Coordinate ongoing activities for Clinical and Academic Directors, coordinating meetings with students, clients, and project advisors

  • Design and select promotional materials

  • Prepare meeting materials in advance

  • Ensure list serves and mailing lists are maintained

  • Process reimbursements for travel on CMTI business

  • Prepare reports on student enrollment, center activities and finances as requested

  • Monitor CMTI accounts and finances, reconcile ledgers, request information and report on inconsistencies

  • Administrate short courses; create classes and update Blackboard as appropriate

  • Arrange miscellaneous conferences and seminars for CMTI including (but not limited to) travel arrangements; facilities arrangements; catering; accreditation for attendees; etc.

  • Attend annual BMES meeting for recruitment purposes; arrange for transportation of recruitment materials

  • Attend and participate in miscellaneous industry trade shows as needed

  • Create and maintain a database for CMTI alumni and industry liaisons

  • Other duties as assigned

BME Undergraduate Senior Design (10%)

  • Coordinate meetings between Senior Design teams, faculty advisors, and customers

  • Assist in coordination of Hajim Design Day involving all engineering departments

  • Collect, compile and schedule final senior design presentations

  • Arrange food and space for the final presentations

BME Administration (30%)

  • Serve as administrative coordinator for weekly BME Colloquium Series required for all graduate students. Work with faculty organizer to set schedule of seminars. Prepare all speaker arrangements, whether in-person visits or virtual visits. For in-person visits, schedule travel and hotel arrangements and prepare expense reimbursements. Work with faculty organizer to set the visit itinerary, preparing all scheduling of meetings with faculty and students. Work with department communications lead to prepare promotional materials, post schedule on department electronic media forums, and advertise widely.

  • Assist BME Chair and BME Lead Administrator with coordination of the BME Alumni Insight Series.

  • Assist BME Chair and BME Lead Administrator in scheduling of various department meetings.

  • Assist with processing of departmental travel and expense reports.

  • Other duties as assigned


  • Requires Bachelor's Degree and one year of relevant administrative experience or equivalent combination of training and experience.

  • Participate in on-going training to stay abreast of compliance issues related to Graduate Studies and ISO and attends these meetings as appropriate.

  • Strong proficiency with Windows, Microsoft Office, Excel spreadsheet analysis, Adobe and Zoom are desirable.

  • Strong interpersonal, organizational, and communication skills, both verbal and written.

  • Assume other responsibilities within the department as necessary to support short term needs due to unexpected workloads.

  • Expertise in the following systems is desirable:

  • UR Student

  • Slate

  • UR Financials

  • Procure to Pay (P2P) Purchasing system

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled