Administrative Coordinator

Princeton University•Princeton, NJ

4d•Onsite

About The Position

The Princeton School of Public and International Affairs (SPIA) at Princeton University is seeking a dynamic individual to join the Undergraduate Program Office (UPO) team as an Administrative Coordinator. This role is a full-time, in-person position and will provide a wide variety of administrative support to the undergraduate program. The Administrative Coordinator reports to the Director of the Undergraduate Program but also serves as the Senior Associate Dean for Academic Administration’s executive assistant.This position serves SPIA’s undergraduate students and faculty and has primary responsibility coordinating the UPO’s programming and day-to-day affairs. Responsibilities include academic support, financial planning support, and event planning. The successful candidate will have five to seven years of work experience in a fast-paced environment and must demonstrate a high degree of professionalism. The successful candidate must also be able to exercise independent judgement and possess strong organizational skills, while being flexible as demands and priorities change. This position collaborates closely with the department’s faculty chair, Dean’s Office, other School-wide staff, as well as colleagues across campus and vendors/collaborators outside the University. This position is fully onsite in Princeton, NJ.

Requirements

Five to seven years of work experience in a fast-paced environment with a proven track record of delivering high-quality work
Strong organizational and problem-solving skills, creativity, excellent verbal and written communication skills
Ability to handle stressful situations with humor and grace are essential
Strong sense of and commitment to students’ and faculty needs and ability to work well with colleagues of all levels
Ability to manage simultaneous tasks, and to maintain confidentiality
The successful candidate must be team-oriented, flexible, have a sense of humor, and possess sound judgment and discretion with confidential data
The candidates must be proficient in Microsoft Office applications such as Access, Word, Excel, and Outlook; adaptive to ongoing changes in technology and procedures; ability to work independently and under pressure; and willingness to work occasional evenings

Nice To Haves

Previous higher education administration experience with enterprise systems such as PeopleSoft, Canvas, Concur, Prime, and MailChimp is strongly preferred
Bachelor's degree is preferred

Responsibilities

Manages the major declaration process, which includes confirming students’ prerequisites for the major, assigning academic advisers, and communicating with students and faculty
Coordinates the senior thesis process and organization of the department’s oral exams
Liaise with administrative assistants to facilitate payments and arrangements for guest speakers in courses, visiting faculty reimbursements, and experiential courses
Works closely with the Dean’s Office to coordinate schedules and programming
Maintains departmental databases which include sensitive student information
Maintains departmental list-servs
Provides general support for SPIA academic programs under the direction of the Senior Associate Dean
Communicates regularly with campus partners on timely and relevant updates
Manages the Undergraduate Program’s budget and ensures monthly reports are accurate and distributed in a timely manner
Sets up contracts, purchase orders and non-purchase orders, and facilitates the onboarding of suppliers as needed
Orders supplies and places orders via Princeton Marketplace or uses a University-issued credit card within budgetary limits in accordance with University policy
Coordinates with the graduate budget and programming offices
Maintains and manages the department’s calendar and Senior Associate Dean’s calendar alongside
Coordinates events by booking room reservations, ordering meals, preparing materials, tracking RSVPs, managing registration, coordinating AV support during events, coordinating travel arrangements and reimbursements for visitors, and creating relevant marketing materials