Research Staff/Graduate Program Events Coordinator

Job description

Requisition # 2018-9412
Department Chemistry
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline


The Department of Chemistry at Princeton University is seeking a Research Appointments Coordinator (RAC)/Graduate Program Events Coordinator (GPEC). Reporting to the Graduate Program Manager, the individual in this position will plan and carry out a full calendar of events and activities related to the department's graduate program, one of the largest on campus, and, reporting to the Administrative Services Manager, will coordinate and process approximately 130-140 research staff and visiting researcher appointments through the Office of the Dean of the Faculty on an annual basis.

The RAC provides support in obtaining appointment information, securing approval from the business office and the Office of the Dean of the Faculty, advising on offer details, visa documentation, completing all appointment and search forms. For the graduate program, the GPEC provides logistical support for the department's graduate program events (Orientation, holiday events, Visiting Weekends, and annual picnic, among others), including booking venues, working with vendors, creating schedules, processing expenses and other related activities. This position includes budgeting and student record responsibilities. The GPEC is required to work some evenings and weekends for events management.

This individual will be responsible for managing and tracking the training processes (lab safety, fire safety, ethics, yearly IDP submission) for professional researchers and graduate students.

This is a two year term position.


Graduate-Program Event Planning: Manage all aspects of planning, purchasing and payment with food and beverage vendors and related services for four major grad and departmental events each year; administer space requests and building services orders; and provide support for other Graduate Student Organization events. Ensure compliance with university event-planning policies, communicate with guests on logistics and prepare event communication materials and website registrations.

Financial Administration: Prepare budget for five major graduate student event for review by Graduate Program Manager and Director of Graduate Studies. Manage different teams of graduate students each year in planning and budgeting for events. Track expenses and spendable balances in PRIME and prepare periodic and relevant financial reports for the Graduate Program Manager and the Graduate Student Organization. Provide guidance based on budgeting goals.

Office of the Dean of the Faculty Appointment Processing: Assist the Administrative Services Manager in obtaining appointment information, securing approval from the business office and the Office of the Dean of the Faculty, advising on offer details, visa documentation, completing all appointment and search forms. Assist faculty with under-represented search candidates for chemistry search reports. Notify faculty when researcher appointment needs to be renewed, on a yearly basis, submit updated appointment documentation, request preapproval of new salary and funding from the business office. Prepare and submit exit and termination forms.

Training Process Administration: Maintain an internal system that tracks training (laboratory safety, fire safety, ethics, and IDP submission) and ensures compliance for all professional researchers and graduate students. Interface with EHS, the Office of the Fire Marshall, and Career Services to establish periodic Chemistry-specific trainings and coordinate times, dates, and locations. Provide quarterly reports to Administrative Services Managers on research staff training data. Assist the Administrative Services Manager in the orientation process to introduce departmental practices, HR, and benefits information to the new research staff.


  • Bachelor's Degee required and 1 to 3 years minimum work experience
  • Strong communication skills, both written and oral
  • Patience, interpersonal skills, and the ability to negotiate
  • Attention to detail, the ability to work independently, and a sense of initiative
  • Must be able to work some evenings and several weekends per year
  • Proficiency in Microsoft Office and an ability to meet deadlines

This individual must demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality, and remain flexible as demands and priorities change.

Preferred Qualifications:
  • Familiarity with Princeton University financial and student-record systems
  • Familiarity with web-based and social media platforms

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)


Estimated Appointment End Date


Comments Related to End Date

This is a two year term position.

Physical Capacity Exam Required


Valid Driver's License Required


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Job No:
Posted: 10/8/2018
Application Due: 11/21/2018
Work Type: