Graduate Admissions Program Coordinator - Civil and Environmental Engineering

Graduate Admissions Program Coordinator

Civil and Environmental Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Civil and Environmental Engineering in The Grainger College of Engineering seeks applicants for a Graduate Admissions Program Coordinator position. This position is responsible for the administration and daily operation of graduate admissions. This position is also responsible for implementing international program agreements and documenting and communicating graduate recruiting and admission analytics.

Duties and Responsibilities:

Graduate Pre-Admissions Coordination

• Lead and coordinate all aspects of the graduate admissions process for in-person M.S. and Ph.D. programs, including the following:
• Serve as the chief advisor for prospective students and applicants regarding admission requirements and the application process, including providing knowledgeable guidance and relevant resources.
• Use independent judgment to manage, evaluate, and approve admissions for certain master degree applicants, collaborating with faculty as needed.
• Serve as the chief advisor for international applicants and new students with visa eligibility, transfers, English proficiency exams, ESL testing, travel issues, and required financial documents.
• Communicate with and advise applicants and new students to the CEE graduate programs in matters pertaining to admissibility, application requirements, and new student procedures.
• Oversee and implement program priorities in graduate admission programs, recruiting events, fellowship offers and tracking, and international program agreements.
• Maintain confidential records for all graduate applicants.
• Facilitate the timely processing of applications, including preparing application materials for admission committee reviews, communicating admission decisions to applicants, submitting required documents to the Graduate College, tracking application materials and statistics using application management programs.
• Manage new fellowships and assistantships, process rating forms and notices of appointment. Work with HR to set up new hires.
• Track international referrals to ensure applicants meet eligibility requirements and receive visa-related documents in a timely manner.
• Work with faculty area coordinators to assign academic advisors for incoming students and serve as liaison between faculty and prospective student applicants/admitted students.
• Provide program knowledge and written guidance documents on the graduate admission process, graduate fellowship program and recruiting procedure.
• Reviewing funding sources that are available to our new graduate students through the department, college, and campus resources.
• Lead the development of new programs and special projects for the graduate program.
• Submit referrals to the Graduate College Admissions Office; this requires knowledge of the Graduate College policies and procedures for admission.

Graduate Post-Admissions Coordination

• Communicate with the applicants regarding their application status and the admission recommendation.
• Compose and sign correspondence in response to inquiries from graduate student applicants regarding the application process and requirements.
• Compose letters offering financial support for the Associate Head and sign on their behalf.
• Provide reports, analyses, data, and assessments of the successes and obstacles within the graduate recruiting, admission, and new student orientation process for the department, College, Graduate College, and campus.

Miscellaneous Duties

• Attend workshops, and meetings held by the College of Engineering, Graduate College, and International Student and Scholar Services as needed.
• Maintain annual admission data from department applicants Organize, calculate, and report admission statistics as requested
• Pursue professional development to stay current on graduate admissions and international program practices.
• Serve as the department point of contact with Campus, the Graduate College, and the Grainger College of Engineering on graduate admissions, recruitment, and policies.
• Perform appropriate related duties to further advance the needs of the department.
• Assist in the development and maintenance of communications and outreach materials for the graduate program. Implement CEE policy and procedures for initiating appointments of International visiting scholars and graduate students along with conducting screenings in Visual Compliance.

Minimum Qualifications:

• Bachelor's Degree.
• A total of one (1) year (12 months) in education, training and/or work experience in graduate admissions and/or academic advising programs.
• Demonstrated experience processing graduate admissions applications and/or advising applicants on admissions requirements.

Knowledge, Skills and Abilities:

• Excellent computation and organizational skills.
• Ability to use standard office technology and tools.
• Ability to handle multiple duties simultaneously and work with faculty in an academic setting.
• Ability to communicate effectively with others
• Knowledge of Slate and Grad Applications.
• Ability to exercise initiative, confidentiality, discretion, and sound independent judgment.
• Thorough understanding of the university's policies and procedures related to graduate admissions.

APPOINTMENT INFORMATION

This is a full-time Civil Service Program Coordinator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $65,000 - $72,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on August 18, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Stacie Mertes smertes@illinois.edu. For questions regarding the application process, please contact 217-333-2137.