Senior Project Coordinator, PhD Programs

$60,000 - $65,000/Yr

Northwestern University - Evanston, IL

Full-time - Mid Level

Evanston, IL

Educational Services

About the position

The Kellogg School of Management at Northwestern University is seeking a Senior Project Coordinator for its PhD Programs. This position plays a crucial role in supporting the eight PhD programs offered by the school, which is renowned for its interdisciplinary and collaborative approach to doctoral studies. The Senior Project Coordinator will work as part of a dedicated three-person team, collaborating closely with various stakeholders including the Kellogg Academic Departments, The Graduate School, and directors of graduate study. The primary objective of this role is to ensure the smooth implementation and delivery of processes and programming that support the entire PhD student lifecycle, which encompasses student funding, services, admissions, recruitment, and event support. In this role, the Senior Project Coordinator will be responsible for a variety of tasks that include managing the financial administration processes, overseeing PhD course scheduling and student registration, and enhancing internal and external communications. The position also involves supporting the director in data collection and analysis for reporting purposes. The successful candidate will bring fresh perspectives to the team and contribute to the continuous improvement of the PhD programs through innovative strategies and effective communication. The Senior Project Coordinator will also be involved in the administration of the PhD program, ensuring that day-to-day operations are effectively managed. This includes developing and maintaining evaluation processes and reporting metrics, overseeing financial requisitions, and managing student funding. Additionally, the role requires creating and managing communication materials for outreach and recruitment, supporting event execution, and contributing to program development initiatives. The position demands a high level of organization, attention to detail, and the ability to work collaboratively within a team environment.

Responsibilities

• Ensure day-to-day operations of the PhD program are appropriately supported and managed.
• Manage the development and maintenance of evaluation processes/reporting including associated metrics and key performance indicators for PhD database management, admissions, registration/course scheduling, student funding, alumni tracking and other special projects.
• Create and administer participant surveys for various PhD events.
• Oversee and execute financial requisitions for PhD program with vendors for recruitment purposes and special events.
• Ensure accurate, efficient, and compliant workflow of financial processes across areas/units.
• Process, maintain, and update student funding.
• Enter annual stipends and tuition funding in the student financial system within SES/CAESAR.
• Manage quarterly student work appointments with the Academic Departments including processing payroll in Kellogg Administration's Payroll Smartsheet and maintaining the PhD program's student funding database.
• Oversee PhD research funding applications and conferences, budget, associated analysis & reports.
• Create chart strings for new students, remove chart strings of graduates and reconcile funding.
• Review and manage the process of conference travel requests including compliance with Kellogg policies, securing department approvals, determining available funding, and adherence to Northwestern's reimbursement guidelines as well as graduate student international travel requirements.
• In partnership with PhD leadership, create a strategy for PhD admissions/recruitment events, student engagement, and professional development.
• Oversee and manage onboarding and recruitment materials.
• Manage the design and creation of internal and external communication materials such as monthly newsletters, PhD student intranet site, and various departmental announcements, invitations, posters/flyers, etc.
• Create and maintain technology solutions that support the innovation and evolution of the PhD program.
• Work with the Kellogg media team to effectively target PhD applicants via various social media campaigns.
• Pursue opportunities for alumni engagement/LinkedIn.
• Support the execution of all onsite PhD programming/outreach for admissions/recruitment events, current student programming/workshops, and professional development.
• Provide support for all event details including communication, materials, refreshments, and technology as needed.
• Review peer business school websites to provide benchmarking data to enhance, improve, and innovate program curricula, recruitment strategies, and delivery of content to better meet goals and objectives of the PhD program.
• Contribute to the development and implementation of new program/project initiatives in partnership with PhD leadership.
• Continually assess and innovate programs/projects to achieve educational goals.
• Support the PhD admissions process by responding to applicant inquiries and supporting the application process when needed.
• Prepare academic year course schedule, monitor course registration and enrollments, and manage PhD scheduling process by building the annual schedule in coordination with academic departments.

Requirements

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 2-3 years program/project administration or other relevant experience.
• High level of computer proficiency, including experience and knowledge of Microsoft Excel and Word, PowerPoint, email applications such as Outlook, and familiarity with reporting tools (i.e., Power BI).
• Knowledge and use of social media platforms, virtual meeting platforms (i.e., Zoom), etc.
• Effective communication skills.
• Ability to work autonomously and within a collaborative team.
• Demonstrated ability to learn and adapt to emerging technologies.
• Ability to utilize various survey and data collection platforms (i.e., Qualtrics, Smartsheet).
• Strong analytical skills, including data management and reporting.
• Excellent attention to detail and strong organizational skills.

Nice-to-haves

• Experience in college/university setting or in project management.
• Proven customer service experience in a professional work environment.
• Knowledge of Northwestern University culture and systems.
• Knowledge of student academic processes within a university setting.
• Experience with course scheduling and financial database management.

Benefits

• Meaningful, competitive, high-quality health care plans
• Retirement benefits
• Tuition discounts
• Flexible work arrangements
• Programs to help locate and pay for quality, affordable childcare and senior/adult care
• Support for employee career development
• Resources for continuing formal education