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Graduate Program Manager

Princeton University
Nassau Hall

Job Details


The Department of Chemistry seeks a Graduate Program Manager. Situated in Frick Chemistry Laboratory, the Department of Chemistry is home to nearly 200 graduate students who conduct research in six subfields of chemistry. 


The Graduate Program Manager position manages the academic, events, financial and inclusion aspects of the department’s graduate program. The incumbent will advise graduate students directly and will be the main point of contact for students as they move through important program milestones. This position acts as the departmental content matter expert on all graduate-student related policies and processes. The Graduate Program Manager manages the planning and logistics for several department-wide and graduate-program specific events each year. The incumbent will also be responsible for the conception and coordination of the department's growing roster of diversity and inclusion initiatives. This position regularly interfaces with department faculty leadership and central offices on campus, including the Graduate School, Finance and Treasury, the Davis International Center, the Office of Environmental Health and Safety, and the Office of Institutional Equity and Diversity within the Office of the Provost. This position includes budgeting and student record responsibilities, so discretion and the ability to analyze data and policy are important.


Required to work some evenings and weekends for events management.


Responsibilities include: 

  • Graduate Program Academic Administration:
    • Advise the Director of Graduate Studies and other faculty on academic policy matters.
    • Oversee the creation, implementation, and compliance for academic policies for over 200 graduate students in the Department of Chemistry.
    • Track student progress in meeting all program requirements throughout enrollment. Manage the on-boarding and lab joining process of the first-year cohort each year, which includes tracking arrival dates, setting up research meetings, and processing adviser and committee requests. Handle scheduling and ushering of important graduate student milestone events, including general exams, third-year seminars, and graduation milestones.
  • Financial Administration:
    • Understand and apply university-wide student support policies for the purposes of the department.
    • Handle the planning, collection, and input of student payments into the Labor Accounting system throughout the year for ~200 graduate students.
    • Prepare and manage the budget for five major graduate student events (Orientation, Frickmas, Visiting Weekends, Fricknic, and weekly Friday Socials). Track expenses and spendable balances in PRIME and prepare periodic and relevant financial reports for faculty leadership.
    • Manage the budget for access and inclusion programming in the department, including grants to student organizations and a multi-institutional visiting faculty research partnership summer program.
  • Access and Inclusion Planning:
    • Act as lead staff support for a robust roster of access and inclusion programming, including a multi-institutional visiting faculty research partnership summer program, student affinity groups, and community building and outreach.
    • Along with the Director of Diversity Initiatives, manage the budget planning, posting, application review, appointment processes, and program development for the Visiting Faculty Research Program.
    • Work with the Office of Institutional Equity and Diversity within the Office of the Provost to understand changes to access and inclusion policies and advise faculty on ensuring department compliance.
    • Attend off-site recruiting events (usually 1-2 per year). 
  • Graduate-Program Event Planning
    • Manage all aspects of several major graduate events each year
    • Manage teams of +/- 35 students in planning two major student-led events annually.
    • Ensure compliance with university event-planning policies, communicate with guests on logistics; prepare event communication materials and website registrations.
    • On-site event management is required
  • Training Process Administration
    • Maintain an internal system that tracks training (laboratory safety, fire safety, ethics) and ensures compliance for all graduate students and postdoctoral researchers.
    • Interface with EHS, the Office of the Fire Marshall, and Career Services to establish periodic Chemistry-specific trainings and coordinate times, dates, and locations. 


  • Bachelor's degree required, master's degree a plus
  • A high degree of professionalism, sound judgment, confidentiality, and flexibility
  • Strong communication skills 
  • Patience, interpersonal skills, and the ability to negotiate
  • Must be able to work some evenings and several weekends per year
  • Proficiency in Microsoft Office and an ability to meet deadlines are necessary
  • Familiarity with Princeton University financial and student-record systems a plus
  • Familiarity with web-based and social media platforms is preferred


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. KNOW YOUR RIGHTS

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-ZY1


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