Description Program Coordinator- Chemistry The major job functions are to support graduate student recruiting efforts, manage the graduate student database information, arrange for prospective student visits, and process related paperwork and financial reports. The Program Coordinator (PC) provides support to the Director of Graduate Studies (DGS) and the Director of Graduate Recruiting (DGR), both of whom report to the Department Chair. As staff, the PC reports to the Administrative Manager for the Department. Given the size of the Chemistry Department's graduate program, the traditional duties of the DGS according to the Graduate School (https://gradschool.vanderbilt.edu/faculty_staff/dgs/index.php) are split between the DGS and DGR. The DGR is primarily responsible for graduate recruiting and admissions while leading the Graduate Recruiting Committee, and transitioning during orientation to the DGS for the remainder of the traditional DGS roles. Key Functions and Expected Performances: Promote the Graduate Program in Chemistry Help the DGR to represent the Graduate Program in Chemistry at Grad School Fairs, and targeted conferences for recruiting, including conferences that highlight diversity and inclusion. Help DGR to design and develop promotional materials used in recruiting Arrange visits for those interested in our graduate program Coordinate visits with Asst. Dean Don Brunson of Graduate School Chemistry Graduate Student Admissions Administrative Manager of SLATE for Chemistry Graduate Program Route completed applications to DGR or other appropriate Admissions committee representative in that research area Organize meetings of the DGR with the Chemistry Graduate Admissions Committee Process RAFs for offers through SLATE for offers of admission Work with the A&S and Graduate School staff regarding application questions and concerns. Coordinate with Graduate School Coordinator regarding special language for letters (if applicable) Help maintain spreadsheet data for DGR and Graduate Admissions Committee Answer questions via phone and email as applicants inquire Schedule and organize nomination meetings of the Graduate Admissions Committee for UGFs, PGFs, and departmental fellowships Submit nominations for UGFs to Grad School Submit nominations for PGFs to Grad School Generate letters and announcements Inform the DGR & Graduate Admissions Committee on the prospective student status Meeting Planner Arrange visits for prospective graduate students (approximately 40-60 visits per year) Individual visits: Air travel reservations, hotel Reservations, ground transportation, coordinate Hosts and hostesses for meals, arrange schedule with faculty Organize Graduate Student Visit Weekend: Write specifications, negotiate and monitor agreements for procurement of goods and services Air travel reservations coordinate with World Travel Contract and coordinate group hotel reservations Coordinate meeting space at hotel Contract and coordinate ground transportation Contract and coordinate with restaurants for meals, select menu, arrange seating, act as hostess Contract and coordinate with food vendors for meals; select menu, arrange for delivery Contract and coordinate with Tour Company for Nashville tour Arrange program schedule for 3 days Meals, Visits with faculty, Students to act as mentors to the prospective students, Arrange for and coordinate presentations by faculty and students, Organize poster session, Organize facility/instrumentation tours Admitted Graduate Students: Send information to students who will matriculate on what they need to do prior to coming to Vanderbilt, assure regulatory compliance with Responsible Conduct in Research, and make arrangements for summer lab work, as needed, orientation for new graduate students, arrange schedule, coordinate with organic and gen chem labs for 12 lab sessions, arrange for students to get their Vanderbilt ID cards, employment verification, etc., schedule and coordinate safety trai
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