Graduate Program Coordinator

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in this role within the Department of Astronomy and outline your experience managing complex academic milestones, student funding, and navigating sensitive student issues.

The Department of Astronomy is seeking a highly skilled PhD Program Coordinator to manage the lifecycle of our doctoral students. This is a critical role that requires a blend of high-level project management, financial precision, and student advocacy. You will oversee everything from graduate student recruitment and admissions to complex funding appointments and degree conferral.

The ideal candidate thrives in a cycle-driven environment - moving from the intensity of December admissions to the complexity of summer funding - and serves as a steady, empathetic, and responsive resource for our graduate community.

Admissions & Recruitment (25%)

• Coordinate department representation and materials for national conferences (NSBP, SACNAS). Manage the Fall Preview Event, including application review, faculty participation, and the Research Symposium.
• Monitor PhD applications; coordinate the Admissions Committee review process and interviews. Manage fee waiver requests, Rackham RMF allocations, and waitlist communications.
• Lead the planning for the Astro PhD Visit Day, including travel booking, faculty/student meeting schedules, and catering.
• Manage PhD Orientation, coordinate ELI evaluations for international students, and facilitate computer orders and desk assignments for the incoming cohort.

Financial Management & Funding (30%)

• Finalize Fall/Winter/Summer funding in conjunction with the West Hall Business Office. Manage GSI assignments, GSRA appointments, and fellowship submissions.
• Upload Fellowship Benefit spreadsheets and enter funding/fee payments through the Financial Aid system. Ensure international student health insurance fees are processed.
• Prepare the Rackham Block Grant report and track Rackham Recruitment Grants. Monitor the Astro PhD Funding spreadsheet for accuracy against LSA HR records and ensure data integrity for departmental KPIs.
• Manage the nomination process for prestigious awards, including the Ralph Baldwin Prize, ProQuest Distinguished Dissertation, NSF GRFP, and NASA (NESSF) fellowships.

Academic Milestones & Program Admin (25%)

• Act as the first point of contact for students to triage inquiries and resolve issues, referring them to campus resources (CAPS, SSD) as necessary.
• Track First-Year research projects, 2nd-year Prelim Exams (scheduling, room reservations, and outcome letters), and 3rd-year dissertation committee formations.
• Create research courses (901/902), issue student permissions, and verify full-time registration status.
• Process master's and PhD degree checkout forms and maintain the Graduate Student Database and student files on MBox/Google Drive. Update the Graduate Handbook annually.

Career Services & Alumni Engagement (15%)

• Facilitate career services, including coordinating the Grad Talks schedule and maintaining a library of successful postdoc application samples.
• Complete annual Rackham Doctoral Placement Tracking and maintain updated alumni records for the department website.
• Coordinate exit interviews with the Graduate Chair for all departing students.
• Coordinate 4-year AAS (American Astronomical Society) memberships for eligible students.

Leadership & Representation (5%)

• Represent Astronomy at Rackham Chairs and Directors meetings and LSA-wide administrative sessions.
• Advise the Graduate Chair and Admissions Chair on enrollment targets, funding eligibility, and policy changes.
• Build relationships with counterparts in Physics, Applied Physics, Earth, and CLASP to coordinate cross-departmental GSI recruiting.
• Contribute to process improvements and innovative projects that enhance student support and team effectiveness.