Program Coordinator - Military Veterans

Program Coordinator

US-NJ-Princeton

Job ID: 2025-20367
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

The program coordinator coordinates and supports multiple programs and administrative functions overseen by the senior associate dean and the associate dean of the college.

This position is also responsible for coordinating many aspects of the residential college program, as well as the Council of College Heads and the Faculty Committee on Examinations and Standing. The coordinator schedules and prepares materials for standing meetings and responds with judgment and discretion to queries from a broad range of campus offices, academic departments, and external constituencies.

Liaising with offices including Office of the General Counsel, the Graduate School, and the Dean of the Faculty, this role requires superior organizational and communications skills and an ability to manage complex projects independently and with meticulous attention to detail.

Responsibilities

Supporting the work of the Faculty Committee on Examinations and Standing, for which the senior associate dean serves as secretary. This includes:
Committee support: Organize and prepare meeting material for committee review; manage appropriate security access to confidential SharePoint site; maintain records of meetings and resulting actions/letters; prepare and send email and mail correspondence as required; keep current file of A+ statements for use with Valedictorian/Salutatorian selection process and F statements for withdrawals and appeals
Review and proofread all withdrawal and reinstatement letters for student leaves; maintain actions/letters in a filing system; troubleshoot workflow with residential college deans
Oversee administrative aspects of ODOC confirmation of graduation status, confirming names and numbers with residential college deans, ODUS deans, and Registrar staff
Track and update spreadsheet of students who fail to qualify for degree; file Degree Withheld actions from ODUS. Collaborate with residential college deans and Registrar staff to track students who previously failed to qualify and have completed their degree requirements
Prepare materials for annual grading memo; update Faculty SharePoint and ODOC grading website with current grading documents; track and maintain files on all departmental grading standards
Archive files of students who have become eligible and have received their degree over the course of the year
Serve as Secretary of the Reinstatement Committee (a subcommittee of Examinations and Standing). Track reinstatement applications each term; communicate approval of reinstatement to students; plan welcome back events

Support for Residential College Program:
Organize meeting schedule and prepare materials for the Council of College Heads.
Coordinate search processes and interview schedules for residential college staff vacancies, assist with centralized onboarding of new residential college staff
Update and maintain routine communications, forms, and templates used by the residential college staff; maintain documents on a shared drive
Oversee Faculty Fellows website and application, collaborating with University Services and College Program Administrators
Provide logistical and administrative support for the Faculty Adviser program and the Peer Academic Adviser program
Process appointment, stipend, and payroll for approximately 90 faculty advisers and peer advisers, as well as for student workers who assist the advising program
Organize materials for the Shapiro Prize for Academic Excellence

Administrative support:
Administrative support for the senior associate dean and associate dean
Coordinate calendars and prepare materials for standing meetings
Organize and manage policy documents and communications within the ODOC shared drives
Initiate communication, handle correspondence, and reply as appropriate to phone or electronic inquiries on behalf of the deans
Regularly update listservs, directories, and departmental info sheets
Respond to routine queries from students, faculty and staff; exercise judgment in bringing urgent matters to the deans' attention
Communicate effectively on behalf of the office with all aspects of the university community from students and faculty to the President's office
Process and maintain highly confidential material

Resident Graduate Student Application Process. Duties include:
Update all relevent RGS documents, memos, and timeline annually for review by the assigned residential college dean; update letters and communications timeline for deans
Maintain RGS website and applications
Administer application and monitor RGS admin email box daily
Compile applicant pool and prepare worksheet for committee review; along with senior associate dean and residential college dean, assign students to college pools
Finalize roster and perform background checks on all incoming RGSs and their spouses/domestic partners

Coordination of FERPA Requests:
On behalf of ODOC, receive and respond to all requests for education records; coordinate the gathering of all relevant documents for students' review; maintain accurate filing system of all requests; scan and secure online documents as necessary.

Additional responsibilities:
Project management, scheduling assistance, and event coordination for special initiatives or committee work as needed.
Track budgets for advising programs run by this office; track shared residential college budgets including Boot Camps Independent Work, RCA Training, and Cross-College Programming
Collaborate with Senior Financial Manager to produce budget comparisons and reports for the residential colleges
Approve Concur reports as delegate for senior associate dean and associate dean; handle day-to-day financial transactions
Create and track financial transactions in Prime, invoice and process journal entries

Qualifications

Essential Qualifications

Bachelor's degree or equivalent

5 or more years of relevant experience supporting a senior academic administrator or academic program
Ability to take initiative, work independently, take ownership of complex projects, establish priorities, meet deadlines, and be attentive to detail
Must be a creative and flexible problem solver
Highest levels of professional judgment, discretion, and competence
Strong work ethic, with a high degree of personal responsibility and reliability
Excellent oral, written, and interpersonal skills
High level of proficiency with Outlook, Word, Excel, PowerPoint, Zoom, SharePoint, Drupal, CampusGroups, OnBase, and Concur
High level of proficiency with JobX/TimeSheetX
Ability to learn financial and data management systems as required
Proven ability to develop and maintain professional, collaborative working relationship with a wide range of university offices

Preferred Qualifications

Internal candidates/those with significant Princeton experience

Knowledge of Princeton and Princeton's administrative structure
Experience with Princeton's system applications, including PeopleSoft

Experience working in higher education

Princeton University is an Equal Opportunity/Affirmative Action Employer - https://rrr.princeton.edu/eop 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 - https://rrr.princeton.edu/equal-opportunity-policy

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