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Program Coordinator

Job Details

Overview

The School of Public and International Affairs seeks an innovative and committed professional to join its office of graduate career development and alumni relations (CDAR). With a generous financial aid portfolio, the School of Public International Affairs (SPIA) invests in assisting students and graduates with securing challenging and fulfilling jobs and internships in the public and non-profit sectors. The School has a loyal alumni network of more than 5,000 living graduates who are regularly enlisted to assist in summer internship placements, career advising, and long-term career planning and placement. A distinctive advantage of the SPIA graduate program is the strong sense of community, and the celebrated tradition of carefully mentoring students toward public service positions is an important part of this tradition. The CDAR Program Coordinator is expected to uphold that ethos, while harnessing technology to meet new challenges and opportunities in career services and alumni relations. There are approximately 200 students enrolled in the two-year Master in Public Affairs (MPA), one-year Master in Public Policy (MPP), and five-year Ph.D. programs.

 

The Program Coordinator will work under the leadership of the Director and the Assistant Director of CDAR to support and organize innovative workshops, trainings, employer presentations, alumni-in-residence programming, networking receptions, conferences, forums, and other events designed to support SPIA graduate students’ career and professional development. The Program Coordinator will also assist with managing SPIA’s Graduate Alumni Annual Giving Campaign, maintaining alumni records, and supporting SPIA Graduate Alumni events associated with Princeton Reunions. The primary purpose of the position is to provide excellent service to a variety of constituents (i.e., students, employers, alumni, faculty, staff, and guests) while coordinating logistics, managing assigned projects, and assisting with CDAR programming. The Program Coordinator will also work with the Associate Director of Finance and Administration to manage financial transactions by processing reimbursements, initiating payment of invoices, making travel arrangements, and reconciling credit card transactions. The wide-variety of tasks will provide the Program Coordinator with a unique opportunity to positively impact a broad range of programs and services offered by SPIA’s CDAR office.

 

Responsibilities

Student and Alumni Services 

  • Provide career-advising support by reviewing students’ resumes, LinkedIn profiles and cover letters.
  • Design weekly event newsletter and career newsletters for students and alumni. Identify internships and full-time jobs using CDAR subscriptions; process up to 10 postings from alumni and recruiters daily.
  • Assist students with navigating online resources, reserving interview rooms, and event registration.
  • Collaborate with the Director and Assistant Director to coordinate the Alumni-in-Residence program.
  • Maintain event information on all SPIA calendars and collaborate with the Career Services Student Representative to synchronize Google calendars.
  • Manage CDAR’s financial transactions via Concur to ensure timely submission.
  • Communicate with all SPIA constituents and campus partners about CDAR programs, services and events; respond to questions via e-mail or telephone; follow up when appropriate.
  • Exercise good judgment to maintain confidentiality of student information and academic records; distribute mail daily and forward mail addressed to alumni.
  • Assist with supervision of student workers and temporary staff recruited to support the CDAR team.
  • Provide support with confirming students’ completion of CDAR requirements and the distribution of funding for career and professional development expenses.

Technology and Data Management 

  • Assist with employer relations by maintaining accurate data in SPIAConnect, creating new accounts, updating existing profiles, merging records, and entering accurate notes regarding correspondence.
  • Collaborate with the Academic Program Coordinator to convert recent graduates’ academic records to alumni records. Upload or scan files into OnBase and ensure that they are stored for future reference.
  • Manage CDAR’s InterviewStream resource; set up standard mock interview templates; recruit alumni to record questions relevant to their sector and policy interest areas; provide students with feedback.
  • Collaborate with the Office of Information Technology’s OnBase Client Management team to troubleshoot errors, test new features, and capture high-quality digital images of academic records.
  • Coordinate virtual reception events using Kumospace and Alumni Career Chats (group or individual) and/or virtual employer presentations using Zoom.
  • Manage annual subscription renewals, procurement of career resources and event materials.
  • Assist with updating the CDAR web site and content within SPIAConnect system.
  • Assist students, alumni, and employers with troubleshooting issues in the SPIAConnect system.

Alumni Relations and Annual Giving

  •  Organize and lead quarterly Alumni Contact Information outreach campaigns to ensure that accurate contact and employment records are stored in the STRIPES alumni database.
  • Collaborate with members of the SPIA Graduate Alumni Council affiliate of the Princeton Club in Washington to market monthly events. Maintain and develop relationships with alumni.
  • Support graduating students’ transition to alumni status by providing instructions for updating contact information and sending reminders to complete the first destination employment survey.
  • Collaborate with Director and Assistant Director to organize Reunions activities and milestone events.
  • Assist with SPIA Graduate Alumni Annual Giving by supporting Co-Chairs, Class Agents, and the Dean’s office with mailing of annual solicitation letter and gift/participation recognition cards. Run monthly reports on giving activity and produce updated class lists for outreach campaigns.
  • Manage all Annual Giving correspondence from the Dean, maintain contact with the University’s Graduate Alumni Annual Giving staff, and coordinate volunteer recognition efforts.

Event Coordination 

  • Foster relationships with SPIA graduate students in leadership roles to advertise and encourage attendance at CDAR events; Communicate weekly with the Career Services Representative.
  • Collaborate with the Assistant Director to coordinate in-person or virtual SPIA Graduate Alumni networking receptions in the U.S. and international locations.
  • Organize MPP Forums by scheduling students and assisting with marketing and event logistics.
  • Collaborate with CDAR staff to organize faculty-led annual public management conference.
  • Design and manage registration forms using Google Tools; create or update program materials.
  • Manage logistics for 40+ virtual and in-person events including career workshops, professional development events, and Reunions events throughout the year and maintain distribution lists.
  • Secure room reservations through the University’s EMS system and submit catering orders.
  • Assist with other duties as assigned; some travel, evening and weekend work required.
Qualifications
  • Bachelor’s degree in counseling, higher education, public affairs, or related discipline.
  • Three or more years of relevant professional experience.
  • Excellent administrative, organizational, research, and analytical skills; attention to detail.Exceptional communication and highly effective interpersonal skills, with a cooperative spirit and a sense of humor. Ability to teach and instruct others in the use of programs, services and resources.
  • Strong commitment to diversity, equity, and inclusion demonstrating a high-level of respect for students, alumni, employers, and colleagues from diverse backgrounds.
  • Excellent problem-solving and multi-tasking abilities; ability to organize and prioritize assignments.
  • Enthusiasm and the talent to incorporate best practices into the organizational culture.
  • Supervisory experience and/or ability to assume responsibility, take initiative, and motivate others.
  • Comfort with change, ambiguity, and a fast-paced working environment.
  • Proficiency with MS Word, PowerPoint, Outlook, and Excel.

 

Preferred Qualifications

  • Master’s degree in counseling, higher education, public affairs, or other relevant discipline.
  • Prior experience in higher education with a commitment to student advocacy and advising.
  • Experience working with Career Services Management and/or Client Relationship Management systems (e.g., GradLeaders, Handshake, Symplicity, 12Twenty, Advance, Salesforce).
  • Familiarity with processing financial transactions (e.g. Concur, Prime, and SAFE).
  • Prior experience with career development resources related to public and international affairs.
  • Familiarity with web site editors (e.g., Drupal), Google Tools (Drive, Forms, Sheets, and Docs), and email campaign management software (e.g. Mail Chimp, Constant Contact, Robly).

Interviews will be scheduled as early as August 2, 2021.

 

We at the School of Public and International Affairs believe that it is vital to cultivate an environment that embraces and promotes diversity, equity and inclusion - fundamental to the success of our education and research mission. This commitment to diversity informs our efforts in recruitment and hiring as we actively seek colleagues of exceptional ability who represent a broad range of viewpoints, experiences and value systems, and who share Princeton University's dedication to excellence.

 

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 EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelAssociate#LI-NC1

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