BME Graduate Program Coordinator

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…