Phd Program Coordinator

The purpose of this role is to provide administrative support to the Program Division, to the MRM (Master of Research in Management) & PhD students and to provide the adequate assistance to the day-to-day running of every activity and/or event.

**Main Responsibilities**
- Assist with planning, delivery, and post-delivery program follow-up. Solve overlapping of sessions, manage changes in the schedule, changes of rooms, inform Faculty and students about these changes.
- Client Service: Resolve students’ issues and respond to inquiries from students, visiting students, and faculty over the phone and in person.
- Coordinate and control day-to-day activities of Doctoral Program Division: logistics related to program delivery:

- booking services/facilities: booking rooms for all the term, manage changes and overlapping sessions in coordination with faculty, Planning Department and students (very time-consuming: request, follow-up, deliver information)
- coordinate all the activities and seminars details (schedule, exams, grades delivery, etc.)
- keep the information updated about the schedule and changes in the schedule, in the Virtual Campus
- Manage projects and conduct research (e.g., Benchmark)
- Update and inform MRM databases.
- Publishing events on IESE Website, Event Manager and Virtual Campus.
- Assists in accreditation processes (ANECA, AACSB, EQUIS, etc.)
- Coordinate processes for invoices and payments of students (budgets for courses and conferences).
- Manage material purchase and inventory.
- Update Webpage: coursework, outlines, legal documents, students’ profiles, and other updates needed.
- Coordinate the bidding process of the MRM elective courses:

- Inform students and visiting students about the elective courses open for the term
- Receive the documents with the choices of all students
- Inform Academic Secretary for the enrolments and grades
- Keep the information updated
- Manage requests from Research Assistants: support from the Professor, CV and acceptance from the Professor teaching the course
- Manage the paperwork related to the Special Field Exam and Empirical Paper.
- Informs students of the process and formalities for the exam, committee setting up and grades.
- Follows up all the process and signatures of members of committees and final grading
- Organizes presentations of the paper in zoom sessions and coordinates with Operations and Audiovisuals departments.
- Manage the sitting places for students in Doctoral Rooms. Coordination with Security the codes and keys for lockers and drawers.
- Coordination with Academic Secretary and students for required documents. Alternatively fill in the required information in the _Gestor Académico_ of UNAV & Academics of IESE: student information, admission to the Program, grades, course enrollments, credit recognition, grants, etc.
- Prepare all the information for visa letters, for admissions and enrolments, manage Opportunities in Salesforce.
- Supervision of grades, enrolments, certificates, student information in Academics and _Gestor_ _Académico_: close follow-up of the processes.
- Supervision of the different roles of our MRM participants in courses: MRM students, PhD students, visiting students and Research Assistants
- Manage the MRM Virtual Campus: information about schedules, AXA user’s guide, reimbursement of expenses, calendars, forms, Academic Rules and its updates, and announcements.
- Coordinate the Welcome Session and the Christmas celebrations and other events.
- Provide information to Professors about their students:

- Class Photo (Orla) for each course
- CVs of students enrolled
- Schedules
- Coordination with other IESE Departments:

- Corporate Information Unit (lists about number of students, nationalities, gender).,
- CMC, Fundación IESE: reports about our students to get funding
- Assistance to MRM Advisors: answer phone calls, plan and schedule meetings and appointments, travel arrangements.
- Assistance to students: certificates and letters (letters for conferences, courses, economic information, etc.)
- Handle internal/external communications via regular and electronic mail, handle questions and/or forward them to the appropriate contact.
- Produce documents and/or presentations using **word**, **excel**, power point.
- Advaced level of Office.
- Staff will get into contact with students from a variety of cultural backgrounds. It is expected that mutual respect, and cultural awareness.
- Develop and maintain a filing system in a readily retrievable format, ensuring that all reports, protocols, etc. related to the Division are filed properly.
- Act as the Faculty Assistant of the PhD Academic Director.

**Education and Experience**
- University degree or equivalent preferred, plus experience in an office environment.
- Strong computer skills. Advanced Knowledge and experience with Microsoft Outlook, Word, Excel, and PowerPoint required.
- Minimum two years administration/ business experience.
- Fluent i