PhD Program Operations & Faculty Support Coordinator

Smith College; Northampton (MA); On-site; USD 39,000 - 48,000; Full time

Job summary

Smith College is seeking an Administrative Coordinator in the School for Social Work to support the PhD Program and MSW program. The role acts as the operational liaison with the PhD Director, overseeing records, milestones, and governance.

You will manage coursework materials, faculty onboarding, and contract workflows while maintaining accurate data across systems. The position emphasizes process improvement, collaboration with faculty and staff, and providing critical support for seminars,

Qualifications

• High School Diploma or Equivalent; 5+ years in academic operations, administration or program support
• Strong proficiency with Google Workspace and Microsoft Office Suite
• Familiarity with Moodle, Sonia, CourseLeaf, Workday, DocuSign, PollEverywhere and Qualtrics

Responsibilities

• Serve as the primary administrative liaison for the PhD Director within the Office of Faculty Support, Operations & Systems.
• Manage doctoral student records, databases and academic progress tracking systems; monitor enrollment, degree requirements, dissertation milestones, examinations, and graduation requirements.
• Coordinate doctoral program milestones in partnership with the PhD Director and faculty, including qualifying examinations, dissertation proposal meetings, defenses, and grade submissions.
• Maintain program records and prepare institutional, accreditation and external reports, including census reporting and surveys.
• Support budget monitoring and financial tracking; compile and analyze annual spending data for planning and oversight.
• Deliver logistical and technical support for dissertation defenses, oral exams, meetings, and hybrid events.
• Provide Moodle course setup, troubleshooting, and support for CSWE competency data collection, gradebooks, and rubrics.
• Review and improve doctoral program processes and workflows for efficiency and compliance.
• Assist with faculty contracting, reimbursement, and activity-pay processes under supervision.
• Coordinate MSW faculty onboarding sessions, trainings, and events; manage registration and tech setup.

Skills

Discretion

Time management

Project management

Interpersonal skills

Collaboration

Education

Bachelor's Degree

Tools

Moodle

Sonia

CourseLeaf

Workday

DocuSign

PollEverywhere

Qualtrics

Job description

Smith College is seeking an Administrative Coordinator in the School for Social Work to support the PhD Program and MSW program. The role acts as the operational liaison with the PhD Director, overseeing records, milestones, and governance.

You will manage coursework materials, faculty onboarding, and contract workflows while maintaining accurate data across systems. The position emphasizes process improvement, collaboration with faculty and staff, and providing critical support for seminars,