Program Coordinator - Temporary

Princeton University•Princeton, NJ

11d

About The Position

We are seeking a highly organized and motivated individual to serve as a Program Coordinator, coordinating logistics for the Office of Undergraduate Research programs, including campus-wide research symposia, summer research internships, and academic conference awards. The ideal candidate will be detail-oriented, resourceful, and passionate about delivering impactful research experiences to Princeton students. This is a temporary position with an employment period of October through June.

Requirements

Bachelor’s degree or equivalent experience
2+ years of experience working in higher education, project management, and event planning
Strong project management and organization skills
Excellent interpersonal and communication abilities
Advanced user of Google Suite applications, including Forms, Sheets, and Docs, as well as Outlook Mail and Calendar, Canva
Ability to work independently and collaboratively in a fast-paced environment.
Quick to learn new software programs supporting student applications

Responsibilities

Coordinate the event planning team (e.g. scheduling meetings, recording minutes, managing event timeline, and ensuring tasks are completed on schedule).
Liaise with team members, award sponsors, presenters, and attendees and share updates, registration links, and planning information.
Support presenter application, recruitment (e.g. tabling events in residential colleges and Frist), and communications; prepare presenter report.
Manage presenter application and submission processes, including aligning submission deadlines with poster printing timelines.
Support presenter workshop logistics by assisting with room reservations, AV coordination, and creation of registration links in MyPU.
Support award sponsors and awarding process, prepare and distribute awards certificates.
Gather content of the event including text, images, links and share with the media team; ensure consistency in branding, formatting, and tone across all web pages.
Collaborate with event partners to gather timely updates, announcements, and event information and share with the media team.
Coordinate alumni newsletter promotion and share event updates with relevant stakeholder groups.
Support marketing efforts including the printing and distribution of event banners, table tents, homepage stories, and social media.
Assemble event cost estimates.
Collaborate with Princeton University’s Venue Services to design space organization (i.e., blueprint for location of registration tables, posters, food, event signage) and determine presenter capacity.
Take on primary responsibility for direct communications with presenters who require specific setup for their poster presentations (e.g., table, exhibit, etc.).
Coordinate poster printing and delivery with Princeton University's Print & Mail: Confirm annual printing costs, turnaround times, and feasibility of timelines with Print & Mail. Assemble and verify poster files (formatting, organization by session and poster number) and submit for printing. Confirm completeness upon receipt, and organize posters for efficient installation and breakdown in coordination with venue leads.
Coordinate refreshments, decor, and photo priorities (i.e. book photographer).
Assemble and print the event program (with floor plan and presenter information) and day-of signage, coordinate with design team, and manage printing and delivery with Print & Mail
Prepare presenter materials and coordinate with student workers to assemble event materials, including name badges and swag.
Recruit, train, and supervise day-of volunteers and student workers for event setup.
Coordinate installation and removal of day-of event signage (e.g., retractable banners, posters, electronic and physical billboards).
Oversee registration check-in and support for presenters, attendees, and judges.
Verify applications for completeness and prepare for review in the Global Programs System (GPS).
Enter applicant information from GPS into the Google OUR internship spreadsheet, and collect additional information via email (e.g. financial aid status).
Track the review, selection, acceptance, and awarding process and coordinate with team members involved in the process.
Send award letters and respond to student, staff, and faculty inquiries.
Make funder-initiated awards in Princeton University’s Student Activity Funding Engine (SAFE).
Create the SRC participant list and record participant information.
Assist with the scheduling, room reservation, catering, and swag orders for the SRC weekly events and end of summer conference.
Prepare and gather SRC-related materials (e.g. handouts, folders, nametags, event signage, sign-in sheets, markers), as needed.
Assist with SRC events set up and break down.
Support Princeton Preview tabling events, and other OUR events as needed.
Assist with updating OUR program websites and social media platforms.
Responsible for keeping track of office inventory.
Assemble materials for the Undergraduate Fund for Academic Conferences annual report.