Academic Program Administrator

Princeton University•Princeton, NJ

6d•$70,000 - $80,000

About The Position

The Seeger Center for Hellenic Studies seeks an Administrator to manage academic programs, courses, student operations, and international logistics. The position oversees undergraduate and graduate student certificate and minor programs and coordinates year-round academic programs and activities at the Princeton Athens Center in Greece and other locations in Greece and Cyprus. The Administrator reports directly to the Center Manager and indirectly to the Center and Program Directors and the Executive Director. The role includes tracking donor fund crediting, budget reporting, expense reconciliations, reimbursements for students and faculty, invoice processing, and secure payments to international suppliers through the Center’s overseas bank. The Administrator supports 15 to 20 programs annually, serving approximately 150 students, and works with university offices, faculty, students, suppliers, and other partners to deliver academic and travel programs. The position also prepares materials for Trustees and Executive Committee meetings and creates, updates, and maintains Center web pages. It requires occasional evening work for events and activities outside the regular schedule.

Requirements

Bachelor's degree or equivalent education and experience.
At least three years of relevant professional experience.
Experience working with international students and/or scholars.
Advanced knowledge of payments, invoicing, financial spreadsheets, and budgeting.
Excellent organizational, communication, and interpersonal skills, and a commitment to respect and collegiality.
Discretion and professional judgment in managing confidential information and adapting to changing situations.
Excellent computer skills, including Microsoft Office, and ability and willingness to learn new programs in a reasonable time frame.
Ability to work autonomously and collaboratively in a shared office environment.
Ability to prioritize in an occasionally fast-paced environment and take direction from multiple supervisors.
Flexibility in an environment of innovation and new initiatives.
Attention to detail, particularly in fiscal management; ability to meet deadlines and maintain accurate records and calendars.
Ability to work occasional evenings for events and activities outside the regular work schedule.
Experience planning and executing all aspects of special events.
Knowledge of and commitment to the mission of a higher education research institution.

Nice To Haves

Experience with undergraduate and graduate programming at the university level.
Experience with University systems and software, including Concur, PeopleSoft, SAFE, Stellic, Information Warehouse, PRIME, and SharePoint.
Familiarity or comfort with online and/or hybrid event administration, including Zoom meetings and webinars.

Responsibilities

Manage academic and non-academic activities for undergraduate and graduate students, including semester preparation, course-list assembly and publicity, student master lists, and related information on University web pages.
Coordinate events such as colloquia, student presentations, and reading groups, including scheduling and coordination with faculty, staff, and caterers.
Handle correspondence from the Director to students, faculty, and executive committees.
Organize course trips to Greece and/or Cyprus, including registration, international traveler support services, transportation, lodging, meals, fees, guest speakers, honoraria, invoices, post-trip requirements, and student presentations.
Support 15 to 20 annual programs at the Princeton Athens Center and other locations in Greece and Cyprus, in collaboration with the Executive Director and faculty members.
Analyze student proposals and funding requests and manage application processes for Princeton and non-Princeton students.
Collect and organize summer reports for donors and historical records, and work with the Communications Specialist on articles about course trips and programs.
Process payments to students, faculty, and guests, and make payments to international suppliers through the overseas bank.
Manage day-to-day budget reporting, accounting, and expense reconciliation for student-related events and activities, and track top-up funding for University graduate students.
Work with the Office of International Internships on funding and stewardship details for students applying for summer internships in Greece and/or Cyprus.
Support the semester study abroad program in Greece in cooperation with the College Year in Athens.
Prepare documents for Trustees and Executive Committee meetings throughout the year.
Create, update, and maintain web pages covering courses, awards, people, and opportunities.
Work occasional evenings as needed for events and activities outside the regular work schedule.