Administrative Coordinator

Overview

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.

Responsibilities

Academic Support

• 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

Financial Planning Support

• 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

Event Planning

• 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

Qualifications

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

Standard Weekly Hours 36.25

Eligible for Overtime No

Benefits Eligible Yes

Probationary Period 180 days

Experience Level Entry Level

Salary Range $67,000 to $78,000