Senior Project Coordinator, PhD Programs

Department: Kellogg PhD Program
Salary/Grade: EXS/6

Job Summary:

The Kellogg School of Management is one of 12 schools within Northwestern University, one of the nation's leading private research universities. Our faculty believes in an interdisciplinary and collaborative approach to doctoral study by offering eight fields of study to its PhD students and engaging with the many affiliated programs, faculty and students across Northwestern's Evanston campus.

As part of a three-person team, the Senior Project Coordinator is responsible for supporting the eight PhD programs across the school. This role collaborates with the Kellogg Academic Departments, The Graduate School, and the directors of graduate study, to ensure smooth implementation and delivery of processes and programming that support the PhD student lifecycle. This work includes student funding, student services, admissions/recruitment, and event support. Key responsibilities of this role include supporting the department's financial administration process, overseeing and managing PhD course scheduling and student registration, bringing fresh perspectives and insights to external and internal communications and communication platforms, and supporting the director in data collection/analysis for reporting purposes.

Specific Responsibilities :

Administration

• Ensures that 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.
• Responsible for creating and administering participant surveys for various PhD events.

Budgets & Financial

• Overseas and executes financial requisitions for PhD program with vendors for recruitment purposes and special events.
• Oversees 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.
• 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

• In partnership with PhD leadership, creates a strategy for PhD admissions/recruitment events, student engagement, and professional development.
  • Oversees and manages onboarding and recruitment materials.
  • Manages 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.
• Working with the Kellogg media team, effectively targets PhD applicants via various social media campaigns.
• Pursues opportunities for alumni engagement/LinkedIn.

Events

• Supports the execution of all onsite PhD programming/outreach for admissions/recruitment events, current student programming/workshops, and professional development.
• Provides support for all event details including communication, materials, refreshments, and technology as needed. Help ensure all details are arranged and completed appropriately and timely.

Program Development

• Reviews 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.
• 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.

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: (Skills, knowledge, and abilities.)

• 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.

Preferred Qualifications:

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

Preferred Competencies: (Skills, knowledge, and abilities)

• 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 between $60,000 - $65,000 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, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 .

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