Program Coordinator at Princeton University in Princeton, New Jersey

Job Description:

Program Coordinator

US-NJ-Princeton

Job ID: 2024-19110
Type: Full-Time
# of Openings: 1
Category: Academic Administration

Princeton University

Overview

The Program Coordinator position coordinates and supports multiple programs, communications, and web platforms overseen by the senior associate dean and the associate dean of the college.

This Program Coordinator is responsible for coordinating many aspects of the Orientation and advising program, as well as for the independent production and publication of handbooks, web resources, and training materials. The coordinator schedules and prepares materials for standing meetings and responds with judgment and discretion to queries from a broad range of campus offices, academic departments, and external constituencies.

This role requires superior organizational and communications skills, demonstrated competence with digital platform management, and an ability to manage complex projects independently and with meticulous attention to detail.

Applicants must include a cover letter and resume with their application by May 31, 2024 for full consideration. The position will remain open until filled.

Responsibilities

Coordination of academic advising programs:
• Edit and maintain all advising publications including the First-Year Academic Guide, Academic Advising Handbook, the Director of Undergraduate Studies Advising Handbook, and the AP table.
• Assist with updating and editing all aspects of the Matriculation Online portal, in coordination with the Registrar’s Office and the many partner offices who maintain a matriculation activity within the portal.
• Coordinate support for first-year course registration with the associate dean and the Office of the Registrar
• Coordinate online placement tests and process results.
• Maintain the advising calendar and set deadlines and reminders for academic departments; update all information and communications related to advising processes.
• Work with associate dean to plan faculty adviser training and peer adviser training and provide event and communication support throughout the year for these programs

First-Year Orientation:
• Direct responsibility for logistical management and coordination of First-Year Orientation in collaboration with the Office of the Dean of Undergraduate Students.
• Prepare the schedule of events, coordinating logistics with University offices, academic departments, programs, and the Residential Colleges
• Oversee editing and mailing of the first-year Academic Guide
• Coordinate ODOC letters and mailings to the class and their families
• Respond to inquiries from the incoming first-year class and their families, as well as from faculty and staff involved in Orientation activities
• Coordinate distribution of the Princeton Pre-read books and programming in conjunction with the President's office
• Oversee logistics of the Academic Expo advising event, working with Undergraduate Student Government and all academic departments and programs

Administrative support:
• Administrative support for the senior dean and associate dean
• Coordinate calendars and prepare materials for standing meetings
• Initiate communication, handle correspondence, and reply as appropriate to phone or electronic inquiries on behalf of the deans
• Respond to routine queries from students, faculty, and staff; exercise judgment in bringing urgent matters to the deans’ attention.
• Communicate effectively on behalf of the office with all aspects of the university community from students and faculty to the President’s office.
• Process and maintain highly confidential material

Communications and Technology (websites, applications, online forms, and reporting):
• Direct responsibility for the Your Path to Princeton website. This includes: overseeing content of all areas including the announcements, resources, videos, timeline, orientation calendar, and Families section; coordinate with assistant deans to update content for Learning and Living sections; collaborate with WDS on any updates to website design and functionality
• Direct responsibility for the First-Year Families Weekend website
• Oversight of Shapiro Prize faculty nominations website and Dale awards website
• Support for additional projects and committee work as determined by the senior associate dean and associate dean, including making updates to the online A+/F, AEA, and Shapiro forms
• Update advising website as needed

First-Year Families Weekend:
• Direct responsibility for logistical management and coordination of First-Year Families Weekend.
• Prepare the schedule of events, coordinating logistics and corresponding with all University offices, academic departments, programs, the Residential Colleges, and the President’s Office
• Organize and manage event registration
• Coordinate with Conference and Event Services, AV services, and media support
• Coordinate all mailings and communications to families of first-year students
• Respond to phone and email inquiries from the incoming first-year class and their families, as well as from staff involved in First-Year Families Weekend programming
• Create and administer post-event evaluations and reporting
• Budget and keep financial records

Additional responsibilities:
• Track budgets for programs run by this office including Orientation, and First-Year Families Weekend
• Approve Concur reports as delegate for senior associate dean and associate dean; handle day-to-day financial transactions
• Create and track financial transactions in Prime, invoice and process journal entries
• Project management, scheduling assistance, and event coordination for special initiatives or committee work as needed.

Qualifications

Essential Qualifications:

• Bachelor’s degree or equivalent

• 5 or more years of relevant experience supporting a senior academic administrator or academic program
• Ability to take initiative, work independently, take ownership of complex projects, establish priorities, meet deadlines, and be attentive to detail
• Must be a creative and flexible problem solver
• Highest levels of professional judgment, discretion, and competence
• Strong work ethic, with high degree of personal responsibility and reliability
• Excellent oral, written, and interpersonal skills
• High level of proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, Outlook, Drupal, Prime, Concur, and Zoom
• Familiarity with OnBase, Qualtrics, Tableau, CampusGroups, social media and data management tools
• Ability to learn financial and data management systems as required
• Proven ability to develop and maintain professional, collaborative working relationship with a wide range of university offices

Preferred Qualifications:

• Knowledge of Princeton’s undergraduate academic program and residential college system
• Knowledge of Princeton and Princeton’s administrative structure
• Experience with Princeton’s system applications, including PeopleSoft

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

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