Hispanic Diversity
Graduate Program Coordinator - Biomedical Engineering

Graduate Program Coordinator - Biomedical Engineering

location6475 Forsyth Blvd, St. Louis, MO 63105, USA
PublishedPublished: 2/14/2024
Full Time

Scheduled Hours


Position Summary

The Doctoral Program Coordinator provides support to the Director of Doctoral Studies (DDS) and all faculty members and graduate students in the areas of research and academic endeavors.

This position is responsible for developing an admission development strategy for attracting high quality Ph.D. candidates, building the program’s brand and creating new paths to improve professional development opportunities for those students. Responsible for organizing recruiting events and interviews, responsible for organizing department-specific orientation events, and contributing to 1st year experience of matriculating PhD student body. Responsible for requests and tracking of faculty who seek to mentor graduate students. This position is expected to work collaboratively with the Masters’ Degree Program Coordinator and Director of Doctoral Studies in BME, as well as the staff supporting graduate education in the McKelvey School of Engineering.

Job Description

Primary Duties and Responsibilities

  • Facilitate the recruitment of new students to the PhD program in BME.
  • Lead in the implementation of the annual recruitment plan throughout the year, including hosting tables and events at regional and national meetings, meeting with potential individuals and answering students about all of WashU graduate education.
  • Create and facilitate in-person, virtual, and hybrid recruitment events and other opportunities to promote the programs that are developed to target domestic as well as international students.
  • Travel to recruitment events and professional conferences regionally and nationally to network with similar graduate-level programs and promote educational offerings to prospective students. Travel will include evening and weekend commitments, concentrated in the fall and early spring.
  • Communicate necessary information for how to submit application materials as well as guidelines for what to include with their application.
  • Prospect, counsel and convert inquiries generated through various sources into applications.
  • Prepare and communicate admission offers to all approved individuals (as well as those not approved) and share decision data with others within the school. Create and present reports from the graduate application system (Slate) including those eligible for fellowships.
  • Support Director of Doctoral Studies in compiling, reviewing and evaluating prospective graduate student applicants.
  • For graduate student recruiting visits, work to arrange travel plans and reimbursement of travel expenses to visiting applicants, scheduling of visits between prospective students and faculty, transporting students among campuses to meet with faculty, coordinating team of current students to support visit.
  • Work with marketing to develop programs and materials to advertise BME PhD programs at Washington University locally and nationally as needed.
  • Coordinate/manage graduate student programs in BME.
  • Provide support for Graduate Seminar Series. Arrange travel and itinerary development for approximately two non-local seminar speakers per month. Arrange room bookings and A/V needs. Work with marketing to coordinate postings on website and social media. Arrange reimbursements for all speakers. Coordinate seminar credit and collection of identifying reports from participating students.
  • Provide support for the mentored teaching experience. Assign and notify students of teaching workshop dates. Assignment of students to courses as assistant to instructor for fall and spring semesters. Collect paperwork at completion of MTE/ATI assignment.
  • Provide support for the director of doctoral studies (DDS) and the doctoral affairs committee (DAC) by attending meetings, creating agendas and taking minutes. Track affiliate faculty applications and assemble in shared drive for review by the DAC. Track renewals of affiliate faculty appointments and create letters as needed. Accept submission of course petitions for review by the DAC. Update graduate handbook as policies change.
  • Provide support for the BME doctoral council (BMEDC). Attend meetings as a representative of the department. Support social and networking events for BMEDC and student body including retreat, professional development events, poster events for department centers, BME day.
  • Support pre-award fellowship applications with supporting material from the department. Track awards and honors received by students at conferences. Work with students for reimbursement of student travel.
  • Compiling reports on student awards and traineeships in BME, and coordinating with the Dean’s office as needed, for all units to support competitive and non-competitive grant renewals.
  • Prepare surveys of student and mentor metrics as requested (NSF, Dean’s Office, others) and submitting data in a timely fashion.
  • Support and assist DDS and department in recruiting, orientation, and academic celebration opportunities as needed.
  • Contribute to new program development related to PhD educational activities.
  • Perform other duties as assigned.

Working Conditions

  • Hybrid, private office for work on-site two to three days per week desired; flexibility to accommodate work schedules as needed.
  • May require travel between Danforth and Medical School campuses.
  • Will require conference travel overnight two to three times per year (two to three days per trip).

Preferred Qualifications

  • Four year college degree and some administrative experience working in a fast-paced and varied environment.
  • Previous office experience essential, with computer proficiency in Microsoft Office applications including Word, Excel, Teams.
  • Bachelor’s of Arts degree in social science, communications, humanities discipline is preferred.
  • Experience in higher education is desirable as is experience working with international students, faculty, educational support staff, and /or mentors.
  • Experience working across multiple disciplines within a University setting highly desirable.
  • Working knowledge with Microsoft Office suite including Teams, remote meeting management, databases, spreadsheets, social media and/or marketing materials is highly desirable.
  • This position requires the ability to organize multiple tasks and frequent deadlines in parallel and to work independently, excellent oral and written communication particularly in working with students, and critical thinking skills.
  • A high level of discretion and understanding of the handling of private information is required.
  • Must have the ability to work under pressure, with short deadlines.
  • Attention to detail is essential.
  • Ability to work effectively with individuals from a variety of backgrounds and various levels of education.
  • Excellent oral and written communication skills.
  • Ability to relate well to prospective students to understand their needs.
  • Ability to manage travel to conferences and set-up and tear down booths.
  • Well-developed time management abilities as well as ability to work with limited supervision.
  • Typical administrative office computer programs and communication programs familiarity (Slate, Zoom, Word, Outlook, Excel, Access, surveys, schedulers).

Required Qualifications

  • High school diploma or equivalent high school certification.
  • Three years of relevant experience.



Salary Range

$20.76 - $32.21 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.


If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement


  • Up to 22 days of vacation, 10 recognized holidays, and sick time.
  • Competitive health insurance packages with priority appointments and lower copays/coinsurance.
  • Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
  • WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.


  • Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!


  • We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
  • WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.