Program Coordinator

Job description

Requisition # 2018-8888
Department Gender & Sexuality Studies Pgm
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline 6/24/2018


Reporting to the Program Manager and working closely with the Director, the Program Coordinatoris responsible for the smooth operation of the Program in Gender and Sexuality Studies at Princeton University. We are looking for a generalistwho is able to take on a range of responsibilities, including event planning, faculty/staff/student support, office management, and budget.


Event Planning Responsibilities

Arranges all aspects of events such as lectures, conferences, lunch talks, panel discussions, invited speakers, book club meetings, receptions, meetings, retreats, and book events (on- or off-campus), etc.

  • Arranges travel for guests, initiates the honorarium payment process and works with Shared Services throughout to distribute various related payments.
  • Reserves on-campus rooms, places orders with building services, and other entities both on- and off-campus, with close attention to deadlines.
  • Works with graphic designer and printer on promotional material.
  • Orders catering, sets up, cleans up after events, including food.
  • Sends out invitations and event notices; distributes posters on campus.
  • Maintains event budgets and provides reports to event organizers and Manger. Ensures expenses are charged to correct chartstrings, and prepares financial reports as requested.

Faculty/Postdoc/Staff Assistant Responsibilities
  • Makes travel arrangements and processes reimbursement requests.
  • Provides scheduling assistance, including managing calendars, appointment requests, and meetings space reservations.
  • Prepares and sends correspondence.
  • Course support: Assists with preparation and maintenance of Blackboard sites, including uploading course-related materials, sending emails to students and ordering books.
  • Conducts electronic searches using libraries on campus to search for, request, and download journal articles, publications and books. Picks up and returns material to the library.
  • Maintains and updates departmental information such as faculty office hours, address

lists, and other information.
  • Maintains and reconciles monthly travel and expense credit cards.
  • Plans and schedules conferences, receptions, seminars, guest lectures, meetings, etc.
  • Assists with onboarding of new employees.

Undergraduate and Graduate Administrator Responsibilities
  • Helps coordinate all activities related to the undergraduate and graduate certificate.
  • Gathers information for the semi-annual Course Offerings.
  • Sets up courses in CUP/CAP.
  • Designs publicity materials for courses and posts flyers/posters around campus.
  • Provides course registration access for students, as needed.
  • Works with graduate student leaders to help them set up events, conferences, colloquia, etc.
  • Maintains/updates student information on the program's website, listservs and confidential student files and databases.
  • Administers departmentally funded travel and research awards as well as summer stipends and summer and semester grants.

General Office Management Responsibilities
  • Serves as the Program's receptionist and represents the Program to students, faculty, and guests.
  • Oversees office maintenance.
  • Orders office supplies; waters office plants.
  • Helps maintain the Program's website, listservs, and social media sites (Facebook and Twitter).
  • Receives and distributes mail; prepares and sends out office mail and shipments.
  • Helps compile the Program's annual report.
  • Assists with other projects as needed.

Budget Coordinator Responsibilities
  • Acts as departmental user in centralized systems, including SAFE, Concur, and Prime Financials.
  • Assists in managing and balancing the operating budget of the Program.
  • Works with the Program Manager and Shared Services to ensure all expenditures are accurate.
  • Works with Shared Services and Program Manager to issue and handle payments and invoices, including journals, requisitions, purchase orders, voucher payments, honorariums, travel and business expense reimbursements for faculty and students, and helps manage University-issued credit cards.
  • Alerts Program Manager and Director to budgetary issues.
  • Ensures integrity and accountability in compliance with University practices, policies, and regulations.


Essential Qualifications
  • Demonstrated ability to work independently and prioritize work to meet competing deadlines; time management, highly organized, attentive to details, adaptable to changing work demands, thoroughness, flexibility and patience, dependability, resourcefulness.
  • Setting high standards, continuous improvement, coachability and acceptance of feedback.
  • Tact and diplomacy, professionalism, eagerness to welcome and help faculty/students/staff/other colleagues/alumni/guests, and ability to work independently as well as with everyone mentioned above.
  • Ability to maintain composure and focus in fast-paced and dynamic work environment and to exercise discretion and good judgment.
  • Honesty and integrity, confidentiality, values diversity, high ethics, compassion and empathy, optimism, positivity and humanism.
  • Strong interpersonal and written and oral communication skills.
  • Experience working in higher education administration in the United States.
  • Must be available to work occasional evenings and weekends (around 15 times a year).During some high-volume periods, scheduled time off may not be granted.
  • Proficient in MS Office Applications (Word, Excel, Outlook).
  • Bachelor's Degree required (or equivalent experience).

Preferred Qualifications
  • Knowledge of academic processes and procedures at Princeton University.
  • Familiarity with PeopleSoft, Prime, Concur, SAFE, Blackboard, CAP/CUP, and web (Roxen) content management systems.

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. EEO IS THE LAW

Salary Grade

ADM, 020

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver's License Required


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Job No:
Posted: 6/12/2018
Application Due: 6/25/2018
Work Type: