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University of Rochester PhD Graduate Coordinator and Administrative Assistant - 238351 in Rochester, New York

PhD Graduate Coordinator and Administrative Assistant Job ID 238351

Location Sch Engineering & App Sci Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Computer Science


8 AM-5 PM


Position Summary:

Coordinates the Computer Science PhD program, handles alumni communications, and provides administrative support for the department.

General (40%)

  • PhD student onboarding and ongoing support

  • General course, career, and degree program advising for PhD students

  • Hold PhD orientation for new students

  • Assign PhD advisors (matching for area as much as possible)

  • Request department server account creation and door access for all incoming students

  • Review PhD student registrations

  • Coordinate PhD program completion, evaluation, thesis defense, and submission of report forms

  • Complete 506 payroll forms and hiring forms for any paid work

  • Maintain PhD mailing list and PhD student listing on department website

  • Prepare and submit paperwork for summer internships for PhD students

  • Track and update I-20s for PhD students (preparing and submitting paperwork to extend or shorten I-20s as necessary)

  • Provide resources, organize workshops, and support PhD students in their career development

  • Work with graduate education committee to coordinate course offerings and maintain quality control for the PhD program

  • Maintain a close relationship with GSO, ISO, and other relevant offices and keep up to date on policies and procedures (attending meetings, reading materials, etc.)

    Admissions (20%)

  • Serve as primary contact for admissions inquiries for the PhD program

  • Monitor applications, follow up with applicants for missing materials

  • Provide administrative and logistical support to the PhD admissions committee (providing reports, coordinating and attending meetings, tracking admissions decisions, etc.)

  • Process admissions decisions once they are finalized; track responses

  • Process proof of degree conferrals

  • Follow up with incoming students about necessary paperwork for visa documents, prepare and submit I-20 requests, mail out visa documents once created by ISO

  • Along with admissions committees and the PhD graduate coordinator, update annually and mail out (and otherwise distribute) recruiting materials

    Administrative support (30%)

  • Support department event planning and execution

  • Assist with data collection for various surveys to be completed throughout the year (NIH-NSF, Taulbee, U.S. News & World Report, ASEE, etc.)

  • Complete travel and conference reimbursement reports as needed

  • Other duties as assigned

    Alumni (10%)

  • Primary contact for alumni

  • Update and maintain alumni database

  • Maintain website with current job placements


  • Bachelor’s degree and a minimum of one year of relevant administrative experience; or an equivalent combination of education and experience.

  • Excellent time management, communication, and organizational skills

  • Ability to take initiative, exercise independent judgment, and maintain confidentiality

  • Proficient in Microsoft Office suite

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled