PhD Program Coordinator

## PhD Program Coordinator Apply remote type:
Hybrid (telework 3 days or more per week) locations:
Seattle, WAtime type:
Part time posted on:
Posted Todaytime left to apply:
End Date:
July 29, 2026 (13 days left to apply) job requisition :
REQ
- ** Job Description
** The Information School PhD Program has an outstanding opportunity for a part-time PhD Program Coordinator to join their team.
** About this Opportunity
** Reporting to the PhD Program Manager, the PhD Program Coordinator provides administrative, academic, and operational support for the PhD in Information Science program, coordinating student services, advising processes, academic records, and event planning while fostering community and promoting student success.  This role collaborates closely with faculty, staff, students, alumni, and academic program staff across the Information School to support the growth and shared initiatives of both the PhD program and the broader Information School community.

This is a hybrid position with an expectation to work on-site at the UW Seattle campus at least two days per week.
** Key Responsibilities
** Administrative Support (60%)
* Maintain confidential doctoral student records, academic forms, and program documentation in compliance with FERPA, Graduate School, and University requirements, ensuring accurate and current data across systems including MyGrad, Watermark, Slate, Canvas, and the Student Database.
* Provide comprehensive administrative support for key doctoral milestones-including committee formation, annual reviews, general examinations, and dissertation proposal and final defenses-ensuring students receive timely guidance and a seamless experience at each stage.
* Conduct quarterly and pre-graduation degree audits to verify completion of all degree requirements; process petitions and approved exceptions through MyGrad in close collaboration with the PhD Program Manager.
* Track student academic progress, enrollment data, and degree milestones; prepare reports and maintain up-to-date records to support data-informed program decisions.
* Coordinate quarterly course registration processes, including issuing entry codes, resolving enrollment issues, and assisting students with required paperwork.
* Develop and maintain program procedures, operational documentation, and student-facing resources to ensure efficient administration and continuity of operations.
* Advise students on available funding opportunities and guide them through funding request and reimbursement processes; provide front-desk reception support as part of a collaborative, service-oriented team.

Student Communication Support (20%)
* Serve as a primary point of contact for current PhD students, providing timely and professional responses to inquiries and connecting students with appropriate resources; support outreach and communication for prospective students, including participation in web chats and information sessions.
* Partner with the Program Manager to develop and implement communication strategies-including newsletters, deadline reminders, Canvas communications, and student listserv management-that keep students informed, engaged, and connected to the program.

Event Planning and Support (15%)
* Collaborate with the Program Manager to design and implement community-building initiatives-including social events, town halls, networking opportunities, and end-of-quarter celebrations-that foster an inclusive and vibrant student experience.
* Coordinate logistics for PhD program events such as orientation, recruiting activities, and visit days, managing catering, venue arrangements, and other operational needs to ensure seamless execution.
* Support school-wide student events including the Career Fair, Welcome Week, and Convocation; represent the Information School's degree programs to prospective students and the public at special events.

Additional Responsibilities (5%)
* Actively contribute to team and university meetings, support school-wide initiatives and events, and engage in ongoing professional development to stay current with best practices in academic program administration.
** Required Qualifications
** To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
** Minimum Qualifications
*** High school graduation or equivalent and two years of experience in higher education student services.  Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
* Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
** Additional Qualifications
*** Proficient in Microsoft Office Suite (Outlook, Word, and Excel) and experienced using…