Senior Project Coordinator, PhD Programs

Northwestern University; Evanston (IL); On-site; USD 65,000 - 68,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid vacation and holidays

Tuition benefits

Job summary

Northwestern University is seeking a Senior Project Coordinator for the Kellogg PhD Program, providing operational support across admissions, student funding, and course scheduling. This role includes coordinating student events and ensuring efficient program delivery.

The ideal candidate will have a bachelor's degree, experience in program administration, and strong analytical skills. The position offers an annual salary range of $65,000 - $68,000 along with comprehensive benefits.

Qualifications

• 2-3 years program/project administration or relevant experience.
• High level of computer proficiency with Microsoft applications.
• Ability to utilize data collection and project management platforms.

Responsibilities

• Support the PhD admissions process and manage inquiries.
• Oversee PhD program operations, including course scheduling.
• Coordinate conference travel and student funding applications.

Skills

Microsoft Excel

Microsoft Word

Data management

Project management platforms

Effective communication

Strong analytical skills

Education

Bachelor's degree or higher

Tools

Smartsheet

Microsoft Lists

Power BI

Job description

Department: Kellogg PhD Program

Salary/Grade: EXS/6

Job Summary

The PhD Program at the Kellogg School of Management at Northwestern University is part of one of the nation's leading private research universities. Rooted in a culture of academic excellence, innovation, and collaboration, Kellogg's PhD program fosters an interdisciplinary approach to research and scholarship. With eight fields of study and strong connections to affiliated programs across Northwestern's Evanston campus, the program provides students with exceptional opportunities to engage with world-renowned faculty, collaborate across disciplines, and contribute to groundbreaking research.

As a member of a collaborative three-person team, the Senior Project Coordinator supports Kellogg's eight PhD programs by partnering with the Kellogg Academic Departments, The Graduate School, and Directors of Graduate Studies to ensure the seamless delivery of programs, services, and processes that enhance the doctoral student experience.

This role provides comprehensive operational support across the PhD student lifecycle, including admissions and recruitment, student funding, and student services. Key responsibilities include managing PhD course scheduling and student registration; coordinating conference travel and research funding applications; planning and supporting student events; leveraging Smartsheet and Microsoft Lists to streamline and improve program operations; and partnering with the Director to collect, analyze, and report program data that informs strategic planning and decision-making.

Specific Responsibilities

Administration

• Ensures that the day-to-day operations of the PhD program are appropriately supported and managed.
• Manages 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.
• Creates efficiencies with student processes by facilitating workflows for data collection and student forms/application processes that use Smartsheet and Microsoft Lists project management platforms.
• Responsible for creating and administering participant surveys for various PhD events.

Budgets & Financial

• Oversees accurate, efficient, and compliant workflow of financial processes across areas/units.
• Enter annual stipends and tuition funding in the student financial system within SES/CAESAR and issue appointment letters.
• Manage quarterly student work appointments with the Academic Departments and maintain the PhD program's student funding database.
• Oversees PhD research funding applications and conferences, budget, associated analysis & reports.
• Create chart strings for new students, remove chart strings of graduates and reconcile funding.
• Reviews and manages 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.

Communication, Outreach & Recruitment

• Supports the creation of onboarding and recruitment materials for the PhD program.
• Supports the design and creation of internal and external communication materials, such as monthly newsletters, PhD student intranet site, and various department announcements, invitations, posters/flyers, etc.
• Creates and maintains technology solutions that support the innovation and evolution of the PhD program.
• In partnership with the Kellogg media team, effectively target PhD applicants via various social media campaigns.
• Pursues opportunities for alumni engagement via LinkedIn.

Events

• Provides support for all event details including communication, materials, refreshments, and technology as needed.
• Helps ensure all event details are arranged and completed appropriately and timely.

Program Development

• Contributes to the development and implementation of new program/project initiatives in partnership with PhD leadership.
• Continually assesses and innovates programs/projects to achieve educational goals.
• Provides innovative recommendations to PhD leadership regarding the student and program processes, such as automating systems and platforms for efficiency.

Student Support

• Supports the PhD admissions process:
• Responds to applicant inquiries
• Supports the application process when needed.
• Supports virtual and in-person recruitment sessions as needed.
• Supports all students across all PhD programs
• Oversees and ensures that inquiries from current and prospective students are appropriately managed in an efficient and timely manner.
• Prepares academic year course schedule, monitors course registration and enrollments.
• Manages PhD scheduling process by building the annual schedule in coordination with academic departments.
• Schedules and advertises quarterly courses (days/times/rooms).
• Ensures student registration compliance is monitored, including communicating with PhD students regarding PhD and MBA course offerings, registration deadlines, course conflicts, and other registration details.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications

• 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.

Minimum Competencies

• High level of computer proficiency, including experience and knowledge of Microsoft Excel and Word, PowerPoint, email applications such as Outlook,
• Ability to utilize various project management and data collection platforms (i.e. Smartsheet and Microsoft Lists), reporting tools (i.e. Power BI, Excel), survey platforms (i.e., Qualtrics).
• Strong analytical skills, including data management and reporting.
• Demonstrated ability to learn and adapt to emerging technologies.
• Knowledge and use of social media platforms, virtual meeting platforms (i.e., Zoom, Microsoft Teams), etc.
• Effective communication skills.
• Ability to work autonomously and within a collaborative team.
• Excellent attention to detail and strong organizational skills.

Preferred Qualifications

• Experience in college/university setting or in project management.
• Proven customer service experience in a professional work environment.

Preferred Competencies

• Knowledge of Northwestern University culture and systems.
• Knowledge of student academic processes within a university setting.
• Experience with course scheduling and financial database management.

Target hiring range for this position will be $65,000 -$68,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work‑Life and Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Equal Opportunity Statement

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.