Program Administrator - PhD Programs

Job : 53078

Location: Evanston, Illinois

Department: Education & Social Policy

Salary/Grade: EXS/7

The Program Administrator oversees the comprehensive administration and strategic management of the SESP PhD programs. Working closely with faculty PhD coordinators, this role manages all operational, academic, and student-facing aspects of the programs, including recruitment, admissions, curriculum coordination, student support, faculty services, program communications, events, and partnerships. The Program Administrator ensures the delivery of high-quality programs, operational efficiency, compliance with university policies, and continuous improvement aligned with the program's mission and long-term goals.

• Program Operations & Strategy
• Oversee and ensure efficient, effective day-to-day operations of the PhD programs.
• Translate program goals and objectives into actionable plans, ensuring appropriate resources are secured or developed.
• Identify, recommend, and implement short- and long-term strategies to support program growth and continuous improvement.
• Analyze program data and metrics to assess outcomes and inform decision-making.
• Manages and works closely with the program assistant on logistics for program activities, including scheduling, facilities, technology, events, and instructional support.
• Academic & Curriculum Management
• Manage the ongoing development, refinement, and coordination of curriculum and course offerings in consultation with faculty.
• Provide leadership in planning, scheduling, and delivering high-quality instructional activities.
• Ensure consistent academic quality standards across all program components, including admissions, teaching, grading, and facilities.
• Review program policies, recommend revisions, and ensure consistent interpretation and implementation.
• Admissions, Recruitment & Outreach
• Oversee recruitment, application review, interviews, selection, and notification processes for PhD students.
• Manages admissions process in accordance with university policy.
• Engage in outreach and field relations to support recruitment, partnerships, and program visibility.
• Collaborate with internal and external organizations to identify new markets and opportunities.
• Student Services & Advising
• Manage student orientation, registration, student life processes, and graduation activities.
• Address complex or escalated student issues, including academic probation and other concerns.
• Ensure a comprehensive advising system is in place to support prospective and enrolled students.
• Work directly with students on enrollment eligibility, academic planning, placement, and career development.
• Develop strategies for student support structures, processes, and staffing.
• Partnerships, Agreements & Alumni Relations
• Oversee documentation and administration of agreements between Northwestern University and partner institutions, ensuring proper review and approvals.
• Build and maintain relationships with alumni to strengthen professional networks, community engagement, and potential financial support.
• Interact with internal and external partners to support ongoing program development and collaboration.
• Data Management, Policy & Evaluation
• Develop and manage data, record-keeping, and tracking systems that support day-to-day program operations
• Partner with program coordinators to understand program needs and ensure accurate, timely, and useful data
• Support clear communication and information sharing through well-organized systems and processes
• Collaborate with IT and Salesforce teams to maintain and improve tools that help programs stay organized and effective
• Events, Communication & Customer Service
• Develop and manage a comprehensive program of events, such as lectures, speaker series, workshops, and conferences.
• Oversee program communications, including handbooks, websites, and informational materials.
• Manage customer service practices and procedures, including the development of metrics to assess service quality and effectiveness.
• Develop and implement marketing strategies in collaboration with internal and external stakeholders.
• This position oversees 1 staff member

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.
• 4 years of program/project administration or other relevant experience.
• Significant experience in higher education administration, academic program management, or a related field.
• Demonstrated ability to manage complex programs with multiple stakeholders.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proven ability to work collaboratively with faculty, students, and external partners.

• Experience supporting graduate or doctoral programs.
• Familiarity with admissions processes, curriculum management, and student…