PhD Program Coordinator
About the role
The Information School PhD Program has an outstanding opportunity for a part-time PhD Program Coordinator to join their team.
Key Responsibilities
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.
Carefully 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
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
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
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.