PhD Program Coordinator

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 Schools 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 databases such as Microsoft Access SQL or comparable database management systems.
• Demonstrated experience planning coordinating and executing events.
• Excellent written verbal and technology-based communication skills with the ability to present information clearly to a variety of audiences.
• Strong organizational planning and information technology skills with the ability to manage multiple priorities work independently and collaboratively lead initiatives and consistently meet deadlines in fast-paced environments.
• Demonstrated commitment to fostering inclusive environments and effectively working with diverse populations.
• Proficient in using electronic scheduling and calendar management systems to coordinate meetings events and business operations.

Preferred Qualifications

• Bachelors degree in Business Communications Education Social Sciences Information Science or a related field or an equivalent combination of education and experience.
• Experience designing modifying and managing databases including customer relationship management (CRM) systems such as Symplicity.
• Experience working with University of Washington systems including MyGrad SDB and Catalyst.
• Proficiency with a variety of digital platforms and applications including SharePoint Canvas Adobe InDesign (or similar design software) and virtual meeting platforms such as Zoom or Adobe Connect.

Working Conditions

• This is a hybrid position with an expectation to work on-site at the UW Seattle campus at least two days per week; the remaining days may be worked remotely with supervisor approval.
• Occasional schedule flexibility is required to support evening or weekend school/university events typically a few times per year. Advance notice will be provided when possible for any required schedule adjustments related to special events or programming needs.

About the Team
Information is central to knowledge; to understanding; to impact. Amid the AI transformation climate change and ongoing threats to public and civic health information plays a pivotal role in giving everyone the tools to thrive. Our work advances effective information systems and equitable access to information by transforming practices within organizations large and small and influencing public policy. The UW Information School is leading the global movement to devise information solutions that enrich peoples lives and tackle the worlds toughest challenges through our in-demand undergraduate and graduate level education and our interdisciplinary research centers and partnerships. Together our students faculty alumni and partners are actively creating a future where effective use of information can help everyone discover learn innovate solve problems and have fun. Information changes lives.

Learn more at .

In the Information School there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents speak up when they identify opportunities or concerns and lead by taking actions that exemplify the Information Schools core values. Leadership within the Information School is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.