Program Coordinator
Princeton, New Jersey, United States

Job Summary

Occupation Education and Training
Specialty Coordinator
Location 08542, Princeton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/07/23
Overview:

The Program Coordinator provides administrative support to the Writing Program staff, including the Director, Program Manager, three Associate Directors, the IT Manager, 30+ faculty and 70+ Writing Center Fellows (Princeton undergraduate and graduate students). The Program Coordinator is the first point of contact for the Writing Seminars, courses required of all first-year students, and the Writing Center, a tutoring service that provides over 5,000 individual conferences each year for Princeton students and alums. The Program Coordinator represents the Writing Program to students, parents, faculty, academic advisers, guests, and all others, and must have the ability to interact, verbally and in writing, with diplomacy and discretion.



The Program Coordinator supports Writing Center scheduling and payroll approval. They are responsible for planning and implementing numerous events for the Center throughout the year as well as supporting the Associate Director with publicity and marketing.



The Program Coordinator serves as primary liaison with University services departments and outside vendors; processes invoices; and purchases supplies. The Program Coordinator arranges for routine facilities maintenance, and responds to emergencies.



The Program Coordinator also plays a critical role in large-scale projects occurring annually and semi-annually.



Annual: Writing Seminar student semester assignments; Recruitment and Hiring of new lecturers; New faculty training; Fall faculty retreat; Fall Writing Center training.



Semi-annual: Writing Seminar enrollment process (1400+ students enrolled in 120+ Writing Seminars); Student research conferences; Grading reports twice each semester.
Responsibilities:

Writing Center: In conjunction with the Associate Director, the Program Coordinator:


Schedules appointments
Assists with coverage requests
Approves payroll
Assists with budget tracking and adjustments
Assists in email communication with students and fellows
Generates content for Instagram
Orders snacks and supplies for mentoring group meetings
Supports fellows with financial requests and Concur transactions
Supports dissertation bootcamps for graduate students four times a year
Orders supplies and maintains stocking of conference rooms



Enrollment: The Program Coordinator works in conjunction with the IT Manager and Program Manager to prepare the enrollment system and oversees processing to ensure all first-year undergraduates complete the required Writing Seminar:


Divides the first-year class into Fall and Spring semesters based on multiple considerations and in consultation with multiple departments (Athletics, Freshman Scholars Institute, HUM, etc.)
Communicates with first-year students and residential college staff throughout the enrollment process (term assignment, seminar selection and assignment, seminar change requests)
Tracks students outside the enrollment system who need to complete their Writing Seminar (students who take a leave and return, students who need to retake their Writing Seminar)



Annual Program Events: The Program Coordinator provides assistance with planning and logistical support for key events such as Princeton Preview Open House (Spring); Mary W. George Research Conference (Fall and Spring); Pedagogy in Practice (week long training workshops in Spring and Fall for new faculty); Fall Retreat; and Writing Center Training Weekend:


Reserves space and necessary equipment
Organizes catering
Purchases supplies and premiums
Prepares programs, handouts, and posters
Communicates with participants and invited guests
Orders technology and A/V support
Sets up and breaks down event space
Remains on event site for support and troubleshooting as necessary



Hiring: The Program Coordinator supports the Associate Director for the Writing Seminars each Spring with processing and reporting on recruitment and hiring of new lecturers for the Program.


Arranges for advertising to ensure broadly diverse applicant
Creates and updates a database to track applicant status throughout the search process
Communicates with applicants about the progress of the search process
Makes travel arrangements for candidates invited for on-campus interviews
Processes reimbursements to candidates brought to campus
Assists new hires with on-boarding to Princeton and scheduling moving arrangements



Program Support: The Program Coordinator supports multiple groups and individuals across the Writing Program:


Maintains supplies for Program/Faculty/Writing Center
Maintains furniture and equipment (submit work orders and order repairs)
Prepares materials: Writing Center seminar visits, Plagiarism Prevention Workshop
Prepares grade Reports: Midterm and Final Grades for each semester
Student Consent Forms: Prepare, distribute, collect, and archive each semester
Manages academic year start-up tasks: Ordering business cards, distributing keys, prepping seminar rooms
Supports faculty in reconciling Concur expenses
Ensures event charges are assigned to correct chart strings
Works in conjunction with Program Manager to budget event expenses
Handles special projects as needed


Qualifications:

Ability to work independently and to meet strict deadlines
Strong interpersonal skills, excellent judgment, and tact
Outstanding communication skills, both written and oral
Demonstrated ability for teamwork and collaboration
Highly organized with efficient, consistent, and accurate work habits
Ability to handle a diverse high-volume workload on a daily basis
Knowledge of Microsoft Word, Excel, and Outlook



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 Hours: 36.25 Eligible for Overtime: No Benefits Eligible: Yes Probationary Period: 180 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Drivers License Required: No Experience Level: Entry Level : #LI-CN1