PhD Program Operations & Faculty Support Coordinator

Smith College; United States; On-site; USD 40,000 - 48,000; Full time

Job summary

Smith College’s School for Social Work seeks an experienced Administrative Coordinator to support the PhD Program and provide faculty support for MSW. You will manage doctoral records, coordinate milestones, assist with contracting and budgets, and work closely with the PhD Director and faculty to ensure smooth operations.

This role requires strong organizational skills, discretion, and the ability to manage multiple projects.

Qualifications

• High School Diploma or Equivalent.
• 5+ years experience in academic operations, administration or program support.
• Strong proficiency with Google Workspace and Microsoft Office Suite; familiarity with academic operational processes.
• Ability to exercise discretion and sound judgment, manage confidential information; work independently and manage multiple priorities.
• Excellent interpersonal, written and verbal communication skills; ability to collaborate with diverse faculty, students, staff, and campus partners.

Responsibilities

• Serve as the primary administrative and operational liaison for the PhD Director within the Office of Faculty Support, Operations & Systems.
• Manage doctoral student records, databases and progress tracking; monitor enrollment and degree requirements.
• Coordinate milestones (qualifying exams, dissertation proposals/defenses, oral exams) and document grade submissions.
• Assist with faculty contracting, reimbursement and activity-pay processes; support HR/Payroll/Finance with invoices and payments.
• Support MSW faculty onboarding, syllabus management, course reserves, and academic events.

Skills

Discretion & judgment

Independent work

Project coordination

Time management

Communication skills

Education

High School Diploma or Equivalent

Bachelor's Degree Preferred

Tools

Moodle

Sonia

CourseLeaf

Workday

DocuSign

PollEverywhere

Qualtrics

Job description

Smith College’s School for Social Work seeks an experienced Administrative Coordinator to support the PhD Program and provide faculty support for MSW. You will manage doctoral records, coordinate milestones, assist with contracting and budgets, and work closely with the PhD Director and faculty to ensure smooth operations.

This role requires strong organizational skills, discretion, and the ability to manage multiple projects.