Coordinator, Chemical and Biological Engineering

Job Title

Coordinator, Chemical and Biological Engineering

• Posting Number: S
• Position Type: Staff
• Location: Villanova, PA
• Recruitment Type: Internal/External Applicants
• Work Schedule: full‑time / 12‑months
• Department: 203-Chemical Engineering
• Posting Date: 06/11/2026

The Chemical and Biological Engineering Department Coordinator provides high-level administrative and departmental operations support including financial planning and reporting, instructional support such as scheduling and accreditation coordination, and communication projects within the department, university, alumni, and the broader profession. Reporting to the Chair of an academic department within the College of Engineering, the Coordinator supports department faculty and delivers outstanding service to constituents.

The role also offers additional support to the Chair as requested and requires analytical, creative, and critical thinking.

• Assist the Chair in monitoring operating budgets and maintaining detailed records of laboratory expenditures and other costs from university databases; provide support for departmental restricted accounts and verify income related to indirect costs, gifts, and distance learning flowback funds.
• Manage internal accounting of faculty travel allocations and expenditures; assist in budget projections and planning, including quarterly projections and the annual budget submission timetable.
• Partner with College Finance and Administration on expenditures, employment, and facilities matters.
• Coordinate department event planning for seminars, faculty retreats, meetings, student events, ABET accreditation visits, advisory board meetings, outreach and recruiting events; work with caterers, reserve rooms, coordinate schedules, maintain registration lists, and collaborate with student organizations.
• Manage department social media, publicity efforts, news collection, and communications with current and former students, College Gift Officers, and University Advancement.
• Collect and analyze data for department annual reports and faculty evaluations, including awards, publications, grants, teaching load, student advisement, and service commitments.
• Assist the Assistant Chair for Graduate Studies and Assistant Chair for Undergraduate Studies with curricular matters, including course and degree program change forms, advising, handbooks, and scheduling.
• Assist the ABET Coordinator in administering the ABET assessment and accreditation process; attend meetings as required.
• Attend department and committee meetings, record and distribute minutes, and coordinate administrative tasks resulting from meeting action items.
• Partner with Graduate and Undergraduate study chairs on graduate assistantships, appointment tracking, recruitment, onboarding, and student services; assist with adjunct faculty and postdoc appointments.
• Manage department student workers assigned by the Department Chair.
• Collaborate with College and University staff on departmental website, social media, promotional content, digital signage, newsletters, event planning, marketing content, and recruitment efforts.
• Assist individual faculty in budget management on sponsored research grants and individual accounts; handle purchasing, cost allocation, and reconciliation.
• Perform duties of the departmental administrative assistant when necessary and assist with projects as assigned.

• Formal Education
  :
  Bachelor’s degree required; a combination of high‑school diploma and work experience may be considered.
• Work Experience
  :
  Three to five years of relevant administrative or academic experience.
• Work Skills
  :
  • Administrative and office operations skills, preferably in an academic environment.
  • Proficiency in spreadsheets, databases, and presentation software; creative content‑creation skills for social media and other digital communications.
  • Knowledge of budgeting and financial reporting, social media and digital communication tools.
  • Familiarity with Villanova University job‑related technologies and databases (e.g., applicant tracking, performance management, student database, LMS).
  • Strong communication,…