Senior Project Coordinator, PhD Programs

Overview

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.

• 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 Linked In.
• 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…