Program Administrator - PhD Programs

Department: Education & Social Policy
Salary/Grade: EXS/7

Job Summary:

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.

Specific Responsibilities:

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

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• Experience supporting graduate or doctoral programs.
• Familiarity with admissions processes, curriculum management, and student advising.
• Experience with data analysis and program assessment.
• Knowledge of university policies, accreditation, and partnership agreements.

Target hiring range for this position will be $65,000 - $75,000 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.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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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