Coordinator, Biomedical Engineering

About the role

The Biomedical Engineering Program Coordinator provides high-level administrative and program operations support, including financial planning and reporting, instructional coordination such as scheduling and accreditation support, and communication projects for both within the Program and to the broader profession. Reporting to the Director of the Biomedical Engineering Undergraduate Program within the College of Engineering (COE), this role supports program faculty as well as support services to the Director, students, staff, and other constituents. This position also provides support to the Director as requested.

Responsibilities

• Financial Planning and Reporting
  • Affords Director in monitoring and reporting on operating and restricted budgets, maintaining detailed and accurate records of laboratory expenditures and other costs using the University databases, and verifying income related to indirect costs and gifts.
  • Manages internal accounting of faculty travel allocations and expenditures in partnership with Director.
  • Affords Director in budget projections and planning on regular basis, including the quarterly projection and annual budget submission timetable.
  • Pairs with The COE Finance and Administration Office on data and projects relating to expenditures, employment and facilities matters.
• Program Communications
  • In collaboration with the Director, coordinates the creation and distribution of Biomedical Engineering (BME) communications and partners with COE’s Director of Communication and Marketing to support the program website and newsletter.
  • Coordinates communications to BME students and faculty outlining relevant events and deadlines as they occur throughout the academic year, including research opportunities for grants, thesis defense announcements, and conferences, as well as outreach to alumni.
  • Manages community outreach and publicity efforts via social media and other outlets.
• Reporting
  • Affords the Director in collecting and analyzing data for program annual report and faculty evaluations.
• Curriculum Management
  • Affords the Director and Department Chair with course scheduling each semester.
  • Works with the Registrar’s office on all master schedule change requests and serves as department liaison for relating matters accordingly.
  • Maintains and updates list of program specific courses and descriptions, including associated instructors, frequency of offering, etc.
• Other Administrative Tasks
  • Attends department and department committee meetings, records minutes and coordinates and completes administrative tasks resulting from committee action items.
  • Affords the program ABET Coordinator with administering the program assessment and continuous improvement process. This includes ensuring the appropriate assessments are completed, and that the resultant data is organized and accessible to the faculty.
  • Coordinates the faculty search and interview process.
  • Prepares adjunct faculty payroll each semester.
  • Maintains records related to faculty hiring and graduate assistantships.
• Provide administrative support as needed for related programs (e.g.: MS in Biomedical Engineering, MS in Sports and Performance Engineering)
• Perform other duties and assist with projects as assigned

Qualifications

• Formal Education Bachelor’s degree required; combination of high school diploma and work experience may be considered.
• Work Experience 3-5 years of relevant and applicable work experience in an administrative or academic setting.
• Work Skills Must have strong communication, organizational and problem-solving skills. The individual must be able to work independently as well as with others in a productive manner. Requires analytical and critical thinking skills to assess situations and determine appropriate action. Administrative skills and office operations. Proficiency in Microsoft Office products. Knowledge of budgeting and financial reporting, social media and other digital communications tools. Ability to remain current with Villanova University job-related technologies and databases (e.g., applicant tracking and performance management software, student database software(s) and Banner).
• Specific Job Knowledge Ability to work in a high-volume, fast-paced and dynamic academic setting
• Equipment Knowledge Standard office equipment

Preferred Qualifications

• Work Skills Administrative skills and office operations, preferably in an academic environment
• Specific Job Knowledge Familiarity with Banner and Slate systems
• Equipment Knowledge Knowledge of Adobe Creative Cloud or Canva, or similar content creation tools