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Biomedical Engineering Program Coordinator

Requisition Number:



Boulder, Colorado

Employment Type:

University Staff



Posting Close Date:


Date published:


Job Summary

The Program Coordinator is responsible for the formulation, execution and administration of plans that support the goals of the Program. This position will handle the creation and growth of the Professional Master’s Program, including understanding industry needs, developing strategic plans for program growth, recruiting students and management of program resources. This role will also administer the PhD program including recruiting, admission and advising of students. The Program Coordinator will be in charge of fostering strong mentoring and professional relationships among the staff, faculty and students. The Coordinator will assist the Director in oversight and build out of physical infrastructure including coordination with architects, financial oversight of research facilities and coordination of resource sharing agreements with other institutions. The position manages payroll and expense transfers, website maintenance, as well as supervision of student assistants. This position formally reports to the BME Faculty Director. Proof of eligibility to work in the United States will need to be produced within three (3) days of hire.

Who We Are

The Biomedical Engineering (BME) Program is focused on enhancing biomedical engineering research and education at the University of Colorado Boulder by using campus-wide resources, expertise and facilities, promoting impactful research efforts which enable students to begin a distinguished career in the biomedical engineering field. 

What Your Key Responsibilities Will Be

Human Resources and Finance Administration

  • Manage program finances including tracking and verifying revenue from the campus, making projections of revenue and expenses, and coordinating tuition strategy with the college and campus.
  • Maintain employee payroll files for graduate research assistants, student assistants, and temporary aides. Identify and track all payroll-related adjustments and journal entries, and processes payroll expense transfers. Work with the HR Service Center on these matters.
  • Track and analyze all general fund, auxiliary, grant and gift accounts to ensure accuracy in posting of revenues and expenses.
  • File and track regular budget requests from CEAS, the graduate school or other university units.
  • Work with CEAS financial personnel to insure proper revenue distribution from Professional Master’s courses and sharing of such revenues with other departments under applicable agreements.

Office Management and Faculty Director Support

  • Responsible for BME website administration, to reflect updates and changes in the program. The website is an important recruitment requiring frequent updates and needs to follow branding guidelines established by the University.
  • Effectively manage all aspects of BME program office, identifying the need for new or revised policies and procedures, then developing and implementing these guidelines to ensure effective and efficient performance of duties and workflow.
  • Supervise student assistants and temporary aides.
  • Assist the Director with organization of the program's administrative structure, recommending changes and updates and applying these modifications.
  • Maintain the Director's calendar; facilitates meetings involving internal and external resources and track the timely completion of action items arising from these collaborations.
  • Process travel expenses in accordance with travel and expense policies.

Undergraduate Program Coordination

  • Accountable for curriculum coordination of undergraduate BMEN courses in partnership with the Program Director.
  • Manage the integrity and accuracy of BMEN course inventory and appropriate requisites in the Course Inventory Management System (CIM).
  • Manage new course proposal process, course revision process, and builds out BMEN courses for each term in Campus Solutions.
  • Maintain courses set up in Campus Solutions on an ongoing basis, monitors the PERC reports to adjust course enrollments, waitlists, and assists students with course enrollment requests.
  • Consult with curriculum coordinators in partnering departments to avoid course scheduling overlaps, ensure that requisites are updated to allow BME student enrollments, etc.

Graduate Admissions and Recruitment

  • Evaluate graduate student applications for completeness and minimum entry requirements for evaluation and review, takes instruction from faculty and Faculty Director and Assistant Director on any final PhD and MS admission decisions.
  • Cultivate relationships with prospective US-based and international students via e-mail, phone calls, blogs, website, etc.
  • Develop and administer the graduate admissions and review process; review the standards for admissions based on previous years' data; make recommendations and discuss program admission and recruiting goals with the Faculty Chair, Assistant Director, and the BME Graduate Admissions Committee of changes in the graduate application review process to ensure that high-quality applicants are recruited for/admitted to the graduate program.
  • Partner with the registrar office, student records leaders, and academic advisors across campus to recommend standard methodologies for various ISSS and student record-related issues. Implement the fall graduate admissions review process and tracks applications received. Position is responsible for the data stored in the electronic admissions review process used by the BME Graduate Admissions Committee.
  • Develop and maintain a program calendar for the admissions process and ensure that the calendar is communicated to appropriate personnel as necessary.
  • Serve as main point of contact for all applicants to the graduate program and guide applicants through the entire application process.
  • Advise prospective graduate students about program offerings, requirements for admittance into BME’s graduate programs by following college and departmental academic policies and procedures.
  • Design and determine the process for gathering, maintaining, and analyzing graduate statistics and recruitment data regarding applicants, matriculants and graduates, and benchmarks against peer programs.
  • Map out and determine the process for utilizing graduate fellowships as a tool for recruiting the top applicants to the graduate program and recruitment data.
  • Work with leadership to figure out process and standards for selecting BME fellowships, recipients of other various awards, and maintains regular work contacts to verify that fellowships are properly awarded.

Graduate Student Advising

  • Maintain graduate student database content for use in advising and tracking students' adequate progress; develop and update degree plans; review and approve plan of study and transfer credit requests, distinguishing between routine cases and those that require faculty involvement; add and release advising holds on student accounts as appropriate; work directly with others to handle registration issues; and advise students on their graduation status; assist students with change of grades, registration issues, credit transfers, TOP, course forgiveness, and provisional admissions.
  • Handle the graduation process; distribute deadlines, collect forms, verify accuracy, obtain signatures, submit to the Graduate School and confirm graduation lists.
  • Meet individually with graduate students to determine progress with the program.
  • Recommend corrective actions for graduate students who are not meeting program goals or requirements.
  • Coordinate, with the Associate Director, the administration of comprehensive and PhD preliminary exams.
  • Handle and coordinate BME participation in Faculty Course Questionnaires (FCQs).
  • Develop and maintain a program calendar for the student advising process as well as events and ensure that the calendar is communicated to appropriate ITP faculty and staff as necessary.
  • Responsible for the preliminary assignment, verification of salary parameters, and offer letters of Graduate Research Assistants (GRAs) and Teaching Assistants (TAs) to specific courses using the program objectives and regulations established by the Faculty Director.
  • Advise and counsel current students, staff and faculty on policies, procedures, rules, regulations, and graduation requirements – is deeply knowledgeable about department, college, and Graduate School policies and procedures.
  • Maintain an awareness of possible gender and racial issues that affect students’ matriculation through the program.
  • Liaison between the Office of International Student & Scholar Services (ISSS) and students, initiating visa documentation, providing information and guidance to ensure and maintain legal status within this country.
  • Manage the new student recruitment process including coordinating recruitment events, handling student applications and admissions and reviewing eligibility credentials.
  • Disseminate information regarding specific BME focus-area research opportunities and curriculum requirements, available university services, program and Graduate School regulations and policies, and general information about the surrounding Boulder community.

Professional Master’s Program Management Support

  • Support the director to create and grow the enrollment of the professional master's program while maintaining high academic quality and producing graduates that are highly sought after by industry.
  • Survey highly ranked academic BME programs to help guide curricular content.
  • Contact leading industrial firms that employee graduates, recruit executives for an industrial advisory board, coordinate the meetings of that board.
  • Market the program to both potential students and potential employers by attending professional meetings and executing electronic recruiting campaigns.
  • Build recruiting pipelines from undergraduate institutions including CU.
  • Coordinate internship opportunities for students with local industry and national labs.
  • Coordinate seminars, summer topical meetings and booths at professional meetings to raise awareness of the program among BME professionals.
  • Organize special events to raise program visibility such as focused topical meetings, educational events or social gatherings with the front range materials science community.
  • Coordinate and manage adjuncts and instructors teaching to ensure high quality instruction.
  • Lead program marketing efforts including coordination with the graduate school, electronic and physical mailers, website structure and content, sponsorship at professional meetings, etc.
  • Assemble program metrics and statistics (e.g. expenditures, awards) for distribution to ranking bodies, as well as program promotion.
  • Coordinate social media accounts including regular creation of news items and highlights.

Manage Physical Infrastructure

  • Coordinate with architects, engineers and construction firms for build out of our program's office, faculty offices, student bullpen and laboratory space.
  • Provide financial administration of shared experimental resources.
  • Assist in negotiating and maintaining facility sharing agreements with front range national laboratories and universities.

What We Can Offer

Salary Range Starts at $50,000 Commensurate with Experience.


The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be Resourceful. Be Supportive. Be Boulder.

What We Require

  • Bachelor's degree from an accredited university with one year of professional-level experience in higher education or other relevant experience.
  • Professional human resources, accounting, finance, or related experience may substitute for the bachelor's degree on a year for year basis.
  • Equivalent combination of education and experience may substitute.

What You Will Need

  • Excellent communication, interpersonal, and organizational skills.
  • Ability to work independently as well as on a team.
  • Proficiency in Microsoft Office applications, including Access, Word, Excel and PowerPoint.
  • Analytical and problem-solving skills.

What We Would Like You To Have

  • Two years of professional-level experience in higher education with experience in online admissions and student information systems.
  • Supervisory experience.
  • Familiarity with HTML and/or experience using Drupal or similar website content management programs.
  • Demonstrated ability to establish and maintain effective and trusting working relationships with faculty, administrators, and staff.
  • Experience working with the academic and administrative structure, procedures, rules, expectations, policies, regulations, and formal and informal norms affecting students in a graduate program.
  • Experience in recruitment and/or marketing serving as a liaison to link individuals or groups to varied resources.
  • Knowledge of administrative, budgetary, and fiscal principles and practices in a higher education environment, including budgeting and fund accounting.
  • Sensitivity to and appreciation of cultural, political and geographical differences, with ability to work well with faculty, staff and students from around the world.

Special Instructions

To apply, please submit the following materials:

  1. A current resume.
  2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by February 28, 2020 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications should be submitted through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email:

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.