Graduate Administrator

Job description


The purpose of this position is to administer to the Department of Philosophy Graduate Program.  The Graduate Administrator (GA) provides support to the Director of Graduate Studies (DGS), faculty and graduate students.  The position is responsible for graduate admissions and readmissions (using the PeopleSoft graduate admissions program), job candidate dossiers/letters of recommendation, keeping record of all graduate student units, which are in place of grades, awards and fellowships, and arranges visits and interviews with prospective students.  The GA is a key player in the department’s Placement Process of our graduate students.  The GA is responsible for managing and reporting on all graduate job applications to outside universities.  The GA assists the Director of Graduate Studies (DGS) and the Department Manager in collecting information and preparing reports, surveys, and analyses. 


We need a person who can work both autonomously and as a team member.  The DGS will rely heavily on this post for daily support as well as technical and administrative guidance.  An advanced knowledge of word processing and spreadsheet programs is desirable.  The GA must be able to act with a great deal of autonomy, answering inquiries both verbally and in writing.



Duties Include but are not limited to:


Admissions and Readmissions -- Responds to queries, prepares reports and provides applications to those students who are eligible for reenrollment, including assisting students with the preparation of the application as well as in course selection and registration in accordance with departmental degree requirements, terminates non-eligible students according to established University guidelines.  


Graduate Student Placement/Graduate Dossiers -- The Graduate Assistant manages all graduate student dossiers for dissemination to all hiring institutions.  The GA manages the graduate placement committee and process (including reviewing and analyzing dossiers, letters of reference from faculty and providing information to faculty regarding the need for updated or additional letters), counsels students on preparation of dossiers, tracks dossiers according to established criteria and within established deadlines and interacts with other hiring institutions. 


Graduate Student Funding -- Manage Department Cohort Funds.  Provide monthly projections, reports, balances, and usage to the DGS.  Provides individual breakdowns to the Director of Graduate Studies, after assessing the funding requirements for individual students. 


Recruitment -- Provides initial point of contact for prospective graduate students, including conducting interviews, assessing their individual goals and interests, and distributing information to appropriate faculty.  Directs all logistics involved in bringing students to campus, including transportation and housing as well as completing all financial paperwork.


Liaison & Administration -- Acts as a resource person to students and faculty.  Serves as liaison between the Philosophy Department and the Graduate School, Registrar's Office, Payroll, Housing, other academic departments, and institutions, etc.  Obtain, arrange, and manage, unit reports, general examinations, final public oral examinations.




ESSENTIAL Minimum Required Knowledge, Skills, Competencies, and Abilities

  • High school diploma and 5 years related experience
  • Ability to work independently with minimal supervision and as part of a team
  • Excellent interpersonal & organizational skills, including the ability to set priorities and juggling competing demands and deadlines.
  • Tact, excellent judgment, and the ability to maintain confidentiality when handling sensitive situations.
  • Comfort with decision-making and problem solving.
  • Advanced computer skills (Microsoft Office Suite, FileMaker, Adobe Professional) and the ability and willingness to learn new systems quickly and use technology effectively.
  • Experience working with faculty in a higher education environment.
  • Experience with Princeton Business systems, such as Prime, Concur, SAFE and Canvas a plus
  • Experience with academic event planning (seminars, conferences, workshops)

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

Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelEntry Level#LI-NC1




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Job No:
Posted: 6/9/2021
Application Due: 6/7/2022
Work Type: Full Time