International Program Support Specialist

Princeton University
Princeton, New Jersey

View more

Administrative Jobs
Academic Affairs, International Programs, Institutional & Business Affairs, Clerical & Administrative Support, Technology, Analysts & Programming

Job Details


This role provides executive-level administrative support for the Associate Provost for International Affairs and Operations (hereafter APIAO), programmatic support for the Global Safety & Security (GS&S) unit, and coordination of the global APIAO team. The role reports to the APIAO, with shared day-to-day supervision from the Assistant Director for Global Safety & Security.

Executive-level administrative support
    Supports the Associate Provost through proactively managing and drafting official correspondence, maintaining electronic calendars, scheduling appointments, handling inquiries, making international and domestic travel arrangements, handling confidential and sensitive information, purchasing, processing reimbursements and expense reports, and balancing short- and long-term priorities. Supports the Associate Director for International Affairs and Operations in managing the APIAO's new international agreements database including the processes for renewing and initiating new agreements and processing and tracking signed agreements. Oversees the day-to-day financial management of the operating budget, and strategic tracking and forecasting of financial commitments, for all funds (designated, term, and endowed) controlled by the APIAO unit. Works with the financial manager of the Provost's Office to ensure accurate mid-year reporting and a successful fiscal year-end close. Arranges official visits from international partners, prospective partners, and VIP delegations.

Programmatic support for GS&S unit

    Provides full system administration and user support for vendor-supplied travel registration tool used by all University travelers, ensuring all system and user issues are resolved in a timely manner and without routine need for intervention from the director or assistant director for GS&S. Manages and tracks all customer inquiries from students, faculty and staff; uses independent judgement and job knowledge to answer most questions; and independently determines when to escalate more complex issues. Schedules GS&S-led governance mechanisms, including committees and working groups, and drafts, edits, and publishes minutes from these meetings. Creates and maintains a system for tracking requests for policy exceptions and travel risk reviews submitted to GS&S, and conducts first-level reviews of such requests to ensure completeness and compliance with requirements. Tracks unit budget expenditures and provides the unit members with periodic updates on spending. Arranges unit member domestic and international travel and electronic calendars, when requested. In cooperation with a number of stakeholders, maintains and updates the full scope of content on the GS&S portions of the University-wide international-issues websites.

Team management and other duties, as required

    Serves as the convener of the APIAO senior staff through disseminating information, organizing staff meetings and retreats, and providing administrative support for complex events and activities. Maintains and updates the full scope of content on the APIAO's websites. Provides backup support for administrative assistants in the Provost's Office who are on vacation or leave. Plans events and conferences for APIAO and GS&S, with only general direction from supervisors.

Essential Minimum Required Knowledge, Skills, Competencies, and Abilities

  • High school diploma or GED and 7+ years of relevant experience

    Excellent written and verbal communication skills High level of professional judgment, discretion, confidentiality, and tact Ability to work independently to accomplish defined goals within established time-frames Ability to interact effectively with individuals and institutions from diverse cultures and different parts of the world with an appreciation for different viewpoints and an eagerness to learn from them Ability to interact with the University's most senior leaders, faculty members, and students Creative problem-solver with a high degree of adaptability to changing demands Proficiency in budget tracking and fund management, to include monitoring debits and credits against an established budget and projecting potential deficiencies or surpluses over a fiscal year Experience in administering contracts, including reviewing invoices and progress reports against established SLAs Proficiency in the use of web-based applications Proficiency with the Microsoft Office suite, including Microsoft Teams Proficiency with Zoom Familiarity with Google collaboration tools

Preferred Knowledge, Skills, Abilities, Experience, and Other Education

    Bachelor's degree or equivalent work experience International educational or work experience Experience in taking and maintaining minutes for a group, committee, board, or similar organization Experience with website design and web content management systems Experience as a “super user” or administrator for a web-based application Familiarity with university financial 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



Princeton entrance

Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and the service of humanity. As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.

Princeton University facultyOpportunity and Impact

At Princeton, every member of our community plays an important role in our mission of teaching and research. That mission provides every faculty and staff member with the opportunity to make an impact bigger than oneself. Learn about working at Princeton and meet some of our wonderful employees.


Services and Resources

When you make a commitment to our teaching and research mission, you will have access to the University’s world-renowned resources to help you succeed at work and in life. Discover the exceptional benefits and unique opportunities we offer as part of our commitment to you.

Work-Life Integration

Life is complicated. At Princeton, we recognize that and are sensitive and responsive to the challenges our employees face. The University offers a broad array of benefits and services that help our staff in a variety of ways.

Explore Our Job OpeningsPrinceton students and prof

Whether you’re already part of our community or just getting to know us for the first time, we invite you to imagine the meaningful difference you can make while working at Princeton. For faculty member and academic professional opportunities, visit the Dean of the Faculty website. For staff member job openings and to join our Talent Network, visit our Careers website.

Connect With Us

Find Us
United States

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert

Similar Jobs