Senior Project Coordinator, PhD Programs

• 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.

• 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.

• 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.

• 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.

• 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.

Performs other duties as assigned.

• 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,
• 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.

• 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 $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.

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 .

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 .

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