Fellowships Coordinator

Job description

Requisition # 2018-9527
Department Dean of College
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline


Reporting to the Director of the Princeton Fellowship Advising Program, the Fellowships Coordinator supports all fellowship advising activities within Princeton's Office of International Programs (OIP), within the Office of the Dean of the College (ODOC). The Fellowship Advising Program advises undergraduate students and Princeton alumni on more than 25 international and domestic fellowships and scholarships.

This position entails coordinating the nomination and submission processes for a variety of high-profile and prestigious competitions, such as the Rhodes, Marshall, Schwarzman, Fulbright, Truman, and Goldwater scholarships, as well as for several internal awards. The Coordinator interacts regularly with Princeton senior faculty, administrators, and fellowship foundation representatives, as well as undergraduates and alumni. In addition, the person in this role communicates with consulates, the advancement office, and others to coordinate campus visits of fellowship foundation executives of fellowship programs. The position requires working with highly sensitive materials in a deadline-driven, fast-paced environment.


  • Oversee the fellowships application system and assists Director and Associate Director with recruiting, committee review, selection, and final submission processes for over 25 awards, including over 300 applications for the Rhodes, Marshall, Fulbright, Schwarzman, Goldwater, and Truman awards
  • Implement the migration of new awards into Princeton's GPS application system and undertakes annual updates to existing application processes in GPS and Embark, another application system
  • Manage and archive data and records, consistent with FERPA, GDPR, and departmental policies
  • Assist Director in managing the program budget and attends monthly OIP budget meetings
  • Manage program accounts in Concur financial system
  • Disperse stipends for faculty advisors in the program
  • Arrange for payment from the Labouisse and Sachs endowment funds for tuition, stipend, and other requests
  • Process reimbursements to students receiving funding for fellowships interview travel
  • Make travel arrangements for Director, Associate Director, and campus guests
  • Assist in all aspects of organizing fellowship program events, including open houses, over 20 information sessions, an annual day-long retreat for sophomore leaders, a workshop for seniors, and two major, high-profile receptions: an annual global fellowship recognition reception and the annual fellowships reception at reunions
  • Arrange for catering, when required, and other supplies, as needed
  • Organize guest lists and invitations
  • Reserve rooms, helps to publicize events, provides technological assistance and on-site logistical set up
  • Assist with OIP-wide events
  • Organize complex logistics of interviews and practice interviews for several fellowships
  • Conduct statistical analysis of program trends and creates lists, charts, graphs, and other data to support annual reports, external information requests, and assessment
  • Schedule meetings for Director and Associate Director
  • Manage several WASE appointment calendars
  • Take committee notes when necessary
  • Update information handouts and manage the distribution of advising materials
  • Respond to telephone and email inquiries, including those from applicants, prospective applicants, and faculty, and determine independently which to address and which require referral
  • Forward applications to ODUS for annual Pyne Prize selection process
  • Provide administrative support for the Study Abroad program, during any absence of the Study Abroad coordinator
  • Update emergency and directory information
  • Other general administrative duties, as required


  • Bachelors degree and 4-6 years of experience
  • Experience working with budgets and financial management systems
  • Accuracy, close attention to detail, and discretion in dealing with highly confidential material
  • Excellent interpersonal skills and a high degree of professionalism and initiative in interacting with various groups
  • A high level of proficiency with computers, website publishing, data management systems, and Microsoft Office
  • Ability to manage workload during peak months and to prioritize projects as needed
  • Ability to exercise independent judgment and make decisions based on established policies and procedures in supervisors' absence
  • Ability to problem solve and offer creative solutions

  • International experience; understanding and appreciation of diverse cultures
  • Prior experience with office systems including Drupal, Webspace, Concur, Peoplesoft, and OnBase; willingness to learn other data 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: 10/31/2018
Application Due: 11/27/2018
Work Type: