Administrative Coordinator Grad and Prof Eng Prgm

Position classification

FT Staff UDMPSSA (formerly MEA)

Position summary

The Administrative Coordinator for Graduate & Professional Engineering Programs provides operational, marketing, and student support across all graduate engineering programs. The Coordinator manages day-to-day processes including admissions logistics, communication with current and prospective students, event coordination, and data tracking. In partnership with the Director of Professional Engineering Programs, Admissions, and Marketing & Communications, the Coordinator supports recruitment campaigns, ensures accuracy and regular updates for program websites, manages prospect communications, and promotes the College through social media and LinkedIn storytelling. By ensuring smooth operations and strong student engagement, the Coordinator enhances program visibility, enrollment, and overall student experience.

Essential duties and responsibilities

• Program Operational Support:

Assist with administrative tasks that support the Program Director, Department Chairs, and students associated with graduate programs. This includes but is not limited to: assisting with reports, purchasing supplies, record keeping, adjunct pay, travel and vendors forms, planning and logistics for events and programming.
Maintain regular communication with university offices to ensure the accurate and efficient implementation of university procedures.

• Recruitment & Retention:

Cultivate and maintain regular communication with prospective students.
Manage recruitment and admissions portals and information. Collaborate directly with program partners and students to facilitate smooth navigation of university processes related to application, admission, registration, and graduation.
Review and assist in accurate and compelling program websites.
Post regular LinkedIn stories and updates to promote the College’s graduate programs, events, and student successes.

• Student Success Support:

Provide administrative support for graduate student onboarding and orientation, advising, and progress monitoring.
Maintain responsive communication with current graduate students and connect them with resources.
Collaborate with graduate students, program partners, and university offices to address tuition and billing issues.
Develop and execute communication strategy to preemptively provide relevant, timely information for key information, and to improve graduate student experience. Aid in troubleshooting admissions, registration, and tuition challenges. Provide accurate and timely referrals to the appropriate university personnel and following up as needed.

• Data & Reporting:

Collect and analyze recruitment, enrollment, and student success data. Assist in data collection for Director and Dean’s Office to support annual program reviews, and strategy.

• Industry/Alumni Event Coordination: Plan, coordinate and implement events for employer visits, advisory board meetings, alumni networking, and professional development workshops, etc.

• General College Support: Assist with College events, onboarding, and other duties as assigned.

Job requirements sectionMinimum qualifications

• Education -A college degree or four to eight years of work experience in a related field.

• Employment -Two years to five years (Equivalent combination of education and employment).

Preferred qualifications

• Eight (8) years of related experience can substitute for a bachelor’s degree.

• As an earned associate’s degree related to the position and four (4) years of

Knowledge, skills, and abilities

Professional & Technical Skills:

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

• Proficiency with admissions portals, CRM systems, student information systems, and reporting tools.

• Data analysis skills for tracking recruitment, enrollment, and retention metrics.

• Proficiency in digital communication platforms, website content management, and social media (especially LinkedIn).Event planning and coordination skills to support recruitment, alumni, and industry engagement activities.

Communication & Interpersonal Skills

• Excellent written and oral communication skills for professional correspondence with students, faculty, staff, alumni, and industry partners.

• Ability to create compelling student- and industry-facing communications that promote the College and its programs.

• Strong customer service orientation, with the ability to provide timely, accurate, and courteous support to prospective and current students.

• Capacity to represent the College professionally at events, online, and in external communications.

Analytical & Problem-Solving Abilities

• Ability to anticipate and proactively address barriers in admissions, registration, billing, or advising processes.

• Skill in identifying enrollment and retention challenges and contributing solutions that improve student experience.

• Critical thinking skills to interpret data and generate insights that inform program growth strategies.

Collaboration & Initiative

• Ability to work effectively both independently and in partnership with the Director, faculty, and University offices.

• Initiative to take ownership of projects, see them through completion, and recommend improvements.

• Flexibility to adapt to changing priorities and needs within a dynamic higher education environment.

• Commitment to diversity, equity, and inclusion in all aspects of student and stakeholder engagement.

Physical requirements

Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10pounds).

Work environment

Regular exposure to favorable conditions such as those found in a normal office.

Salary/pay information

Commensurate with experience

Anticipated schedule

Monday – Friday, 8:30 am to 5:30 pm