Coordinator, Chemical and Biological Engineering

Position Summary

The Chemical and Biological Engineering Department Coordinator provides high-level administrative and departmental operations support including financial planning and reporting, instructional support such as scheduling and accreditation coordination, and communication projects both within the department, university, alumni, and to the broader profession. Reporting to the Chair of an academic department within the College of Engineering, the individual in this position supports department faculty and provides outstanding service to constituents. This position provides additional support to the Chair as requested that requires analytical, creative, and critical thinking to determine appropriate action.

Duties and Responsibilities

• Assists Chair in monitoring and reporting on operating budgets and maintaining detailed information on laboratory expenditures and other costs from data in University databases. Provides same support for departmental restricted accounts and verifies income related to indirect costs, gifts, and distance learning flowback funds. Manages internal accounting of faculty travel allocations and expenditures in partnership with chair and administrative assistant. Assists chair in budget projections and planning on regular basis, including the quarterly projection and annual budget submission timetable. Partners with College Finance and Administration on data and projects relating to expenditures, employment and facilities matters.
• Coordinates Department event planning for seminars, faculty retreats, department meetings, student events, ABET accreditation visits, departmental advisory board meetings, outreach events and recruiting events. Work with caterers, reserve rooms, coordinate schedules, maintain registration lists, etc. Work with departmental student organizations to plan, schedule, facilitate, and report on events. Coordinate collection of department news and works with the Chair and Manages department social media and department publicity efforts for both undergraduate and graduate programs. Coordinates department communications with current and former students, specifically coordinating communication and outreach efforts with College Gift Officers/University Advancement and College Communication and Marketing Department.
• Collect and analyze data for department annual reports and faculty evaluations. Data includes faculty and graduate student awards, publications and presentations, grants and research expenditures, teaching load, students advised, and service commitments. Assists Chair with maintenance of journal publications and classifications, as well as ranking metrics. Create content for departmental marketing, communications, and recruiting.
• Assist the Assistant Chair for Graduate Studies and Assistant Chair for Undergraduate Studies with curricular matters that include course and degree program change forms, advising, forms, and maintenance of the student handbooks and advising materials. Works with the Registrar's office on all master schedule change requests, catalog changes and serve as main department contact for course scheduling, room assignments, and curricular matters accordingly.
• Assists department ABET Coordinator in administering the ABET assessment and accreditation process. This includes ensuring that the appropriate assessments are completed, and that the resultant data is organized and accessible to the faculty. Attend meetings for ABET as required.
• Attend department and departmental committee meetings as required by chair, record and distribute minutes and coordinate administrative tasks resulting from meeting action items. Assist departmental committees with administrative tasks that include faculty/staff searches, undergraduate and graduate committees, scholarships and awards committee, etc.
• Partner with Chair and Assistant Chair for Graduate Studies regarding graduate assistantships, appointment tracking and activation, recruitment, onboarding and student services. Assist with adjunct faculty and postdoc appointment activation as needed.
• Manage department student workers that will assist in various needs of the department as dictated by the Department Chair.
• Partner with College and University staff regarding Department needs and operations that include but are not limited to the College's Director of Communication and Marketing for departmental website, social media, promotional and marketing content, digital signage, and newsletters; the College's Director of Events and Experience for event planning, advertisement, and execution which includes conferences, workshops, advisory board meetings, seminars, and other department events; the Associate Dean for Graduate Studies for graduate student recruitment, onboarding, and advising; and the Associate Dean for Undergraduate Studies for undergraduate student recruiting, advising, records administration and event coordination.
• Assists individual department faculty in budget management on sponsored research grants and individual accounts such as research and teaching flowback accounts, including purchasing, cost allocation, and regular reconciliation.
• Perform duties of departmental administrative assistant when this person is away from the office. Perform other duties and assist with projects as assigned.