PhD Program Operations & Faculty Support Coordinator

smithcollege; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Smith College is seeking an administrative coordinator to support the PhD Program within the School for Social Work. The role serves as the primary liaison to the PhD Director and interfaces with doctoral faculty, students, and institutional partners to manage operations, contracts, and academic milestones.

The position emphasizes coordinating scheduling, records, and communications, while supporting internships, governance activities, and budget oversight, with a focus on continuous process

Qualifications

• Primary administrative liaison for the PhD Director.
• Manage doctoral student records, progress tracking, enrollment, degree and milestone monitoring.
• Coordinate doctoral program milestones with the PhD Director and faculty; document and submit grades to the SSW Registrar.
• Maintain program records and prepare institutional, accreditation and external reports (census and SURveys).
• Serve as a point of contact for doctoral students; advise on processes and timelines.

Responsibilities

• Support clinical and research internships with material collection, tracking and distribution to satisfy faculty oversight and student compliance.
• Coordinate meetings for the PhD Director and the PhD Policy Oversight Committee; prepare agendas and materials; document decisions.
• Manage doctoral program communications and keep faculty- and student-facing information up to date on platforms.
• Assist with budget monitoring and financial tracking; analyze annual spending for planning and forecasting.
• Provide logistical and technical support for dissertation defenses, oral examinations, meetings and hybrid events.
• Provide Moodle setup, troubleshooting and support for CSWE competency data collection, gradebooks and rubrics.
• Serve as backup Sonia system user to support the Office of Practicum Learning.
• Review doctoral processes and propose operational improvements for efficiency and compliance.

Job description

Smith College is seeking an administrative coordinator to support the PhD Program within the School for Social Work. The role serves as the primary liaison to the PhD Director and interfaces with doctoral faculty, students, and institutional partners to manage operations, contracts, and academic milestones.

The position emphasizes coordinating scheduling, records, and communications, while supporting internships, governance activities, and budget oversight, with a focus on continuous process