Academic Programs Coordinator Jobs in Rochester, NY

Job Description:

Brown University's Institute for Biology, Engineering and Medicine is seeking a Graduate Program Coordinator for its PhD and Master's programs.

The BME Graduate Program Coordinator provides comprehensive administrative and operational support for the Biomedical Engineering (BME) PhD and Master's programs within the Institute for Biology, Engineering, and Medicine (I-BEAM) -a cross-disciplinary program shared between the School of Engineering and the Division of Biology and Medicine. This role serves as a central point of coordination for graduate students, faculty directors, and institute leadership, ensuring the effective implementation of program policies, student progress tracking, and degree completion processes.

The BME Graduate Program Coordinator manages key academic workflows, facilitates communication across university offices, supports recruitment and outreach initiatives, and contributes to the organization of academic events and institute activities. This position plays a critical role in maintaining a student-centered, efficient, and collaborative graduate program environment within a growing multidisciplinary institute.

The position encompasses three primary areas of responsibility: (1) comprehensive administration and compliance oversight for the BME PhD and Master's programs, including academic milestone tracking and student progress management; (2) operational and event coordination support for I-BEAM leadership and institute-wide initiatives; and (3) responsive, student-centered management of recruitment, inquiry, and applicant workflows. Together, these functions ensure effective program delivery, seamless coordination across university offices, and a high-quality experience for students, faculty, and institute stakeholders.

The successful candidate, as a minimum, should have the following background:

Education and Experience

• Bachelor's degree required or equivalent combination of education and relevant experience.

• Minimum of 3-5 years of program coordination, academic administration, or related experience, preferably within a higher education environment.

• Experience supporting graduate-level programs, student lifecycle processes, or interdisciplinary academic units preferred.

• Experience with event coordination, recruitment workflows, and financial processing in a university setting preferred.

• Experience using student information systems, CRM platforms (e.g., Slate), and enterprise systems such as Workday or equivalent strongly preferred.

Job Competencies

• Organizational & Project Management Skills: Ability to manage multiple complex workflows, academic timelines, and competing priorities with accuracy and efficiency.

• Independent Judgment & Problem-Solving: Ability to independently assess routine matters, exercise sound judgment, and determine when escalation to leadership is required.

• Policy Interpretation & Compliance Awareness: Ability to interpret and apply university policies related to student status, appointments, financial processes, and degree completion.

• Data Management & Analytical Skills: Experience tracking, analyzing, and reporting program data; ability to develop and maintain tracking tools and dashboards to inform decision-making.

• Technical Proficiency: Strong computer skills, including Microsoft Office Suite (Excel proficiency required), CRM platforms (e.g., Slate), student information systems (e.g., GSIM or equivalent), and enterprise financial systems (e.g., Workday).

• Communication Skills: Excellent written and interpersonal communication skills, with the ability to interact professionally with students, faculty, administrators, and external stakeholders.

• Customer Service & Student-Centered Approach: Demonstrated ability to provide responsive, professional service while maintaining confidentiality and discretion.

• Attention to Detail: High degree of accuracy in documentation, financial processing, and compliance-related tasks.

• Collaboration & Adaptability: Ability to work both independently and collaboratively in a dynamic, multidisciplinary academic environment.

• Confidentiality & Professional Integrity: Ability to handle sensitive student and financial information with discretion and maintain strict confidentiality.

• Commitment to Inclusive Excellence: Demonstrated ability to work effectively with individuals from varied backgrounds and contribute to a respectful and inclusive academic environment.

• Experience handling time-sensitive academic and compliance-related documentation.

Please submit a cover letter, specifying which position you are applying to and a resume with your application.

All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University.

For current information on Brown's vaccine requirements and other community health matters, please refer to the Healthy Brown website.

Why Brown?

Brown University is a leading research university that is distinct for its student-centered learning and deep sense of purpose. Our students, faculty, and staff are driven by the idea that their work will impact the world.

Brown University offers a flexible work/life balance, summer hours, winter break, and a comprehensive Benefits package, including time off and annual paid holidays. Benefit offerings include health, dental, vision, tuition assistance, retirement, wellness, employee discounts, and more.

Benefits of Working at Brown:

Please review additional information on the Benefits of Working at Brown.

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

This position is not eligible for visa sponsorship.

Still Have Questions?

If you have any questions you may contact employment@brown.edu.

Brown is an E-Verify Employer.

EEO Statement:

Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person's race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law.