Administrative Coordinator

Overview

The Events and Outreach Coordinator is an integral team member who provides high level administrative support to the Chair and Department Manager, ensuring the smooth daily operations of the office. In this crucial role, the incumbent will play a pivotal part in facilitating and enhancing office efficiency and supporting the broader team's work. Their responsibilities encompass maintaining a strong sense of integrity and financial stewardship, offering departmental support, acting as the seminar coordinator and faculty recruiting coordinator, an administrator for NSF REU programs that come into the department, and the coordinator for the Princeton Catalysis Initiative.

The Events and Outreach Coordinator will independently coordinate all research seminars; oversee billing and membership activities for the department's corporate affiliates program; maintain departmental directories and distribution lists; create content for the department's website; provide administrative and grants support for an NSF REU program and the Princeton Catalysis Initiative, be the primary point of contact for administrative planning and financial coordination of faculty recruiting efforts within the department.

Some night and weekend work required to support events. 

Responsibilities

Faculty Recruiting and Reappointments: Plans on-site visits for junior and senior candidates, managing a roster of ten to twenty individuals from December to May. Processes reimbursements for candidates following the visits. Assists the Chair's assistant with planning for senior faculty and second junior faculty visits. Maintains meticulous financial records for end-of-year reconciliations.

Seminar Planning: Independently coordinates all logistics and provides on-site management for departmental seminars (3-5 per week). Arranges travel and lodging for speakers, books conference rooms and auditorium, prepares and distributes seminar announcement email messages. Coordinates speaker schedule with multiple faculty meetings and meal arrangements with students, postdocs, and faculty. Sets up presentation technology/AV equipment. Updates departmental web page with seminar announcements on a weekly basis, using WordPress. Processes speakers' business travel reimbursements. Plans 5-10 yearly larger symposiums for guests including seminar, reception, and faculty dinner. To review the current roster of seminars, please visit the current events schedule at https://chemistry.princeton.edu/department/seminars-events.

Princeton Catalysis Initiative Support: Assists the Director with compiling application materials for annual grant cycle. Oversees website development, including content and details of affiliated people e.g., adding people, updating titles or contact information, etc. Adds news stories or PCI-supported publication announcements. Publishes calls for proposals and annual symposium materials, including pre-symposium announcements - listing speakers, and post-symposium stories documenting the symposium. Handles all logistical planning for the annual PCI Symposium. Responsible for guest travel and lodging arrangements, meals, AV set-up, developing printed materials, and processing for a multi-day symposium with external attendees. Trains student hosts for the event and provides day-of on-site event management. Upon the completion of the symposium, receives, compiles, organizes, and disseminates all proposals to the faculty review committee. Visit https://pci.princeton.edu/ to learn more about the Princeton Catalysis Initiative.

NSF REU Administrative Support: Supports faculty with pre and post award responsibilities for NSF Research Experience for Undergraduates Program. Administers the application website and maintains student records. Handles financial onboarding and payments for participants, as well as all payments for expenses related to the program. Compiles data related to students’ educational and career outcomes, and advancement per NSF guidelines. Ensures that programming and logistics follow University guidelines for undergraduate summer programs. Completes NSF annual report for review by faculty and helps to prepare renewal applications. Assists student services team with other summer programming responsibilities as needed.

Industrial Associates Program: Manages the administrative aspects of the Industrial Associates Program. Keeps track of membership rates and processes annual invoices. Deposits payments from members. Maintains a shared spreadsheet with membership information relevant to the department's business office. Administers membership benefits, including library access and course registrations. Information about the Industrial Associates Program can be found at https://chemistry.princeton.edu/research-facilites/industrial-associates-program.

Departmental Event Planning and Community Management: Organize all departmental events commissioned by the Chair, including but not limited to holiday dinners and luncheons, faculty colloquia, alumni receptions, and other ad hoc events. Assists the Administrative Services Manager and Manager for Educational Programs, Outreach, and Events with community-building events for postdocs and graduate students. With the department manager and Chair's assistant, plans logistics for faculty and staff meetings, including scheduling, room bookings, and food ordering. Maintains and updates all department directories and email distribution lists (for over 400 people).

Support undergraduate course exam prep including making and supervising exam copying for large service courses.

Assists with other departmental responsibilities as needed.

Qualifications

• Required qualifications include: 
  • Associates or other 2-year degree
  • 1-3 years of relevant experience
  • Strong organizational and problem-solving skills, flexibility, and the ability to multi-task
  • Excellent and professional verbal and written communication skills
  • Exceptional diplomatic skills, and the ability to remain calm under pressure
  • Attention to detail, accuracy and the ability to set priorities are critical
  • Proficiency with Microsoft Suite is required, including experience and proficiency in the use of functions in Excel
  • Understanding of budgets and financial statements
• Preferred qualifications include
  • Experience and competence in maintenance/updating of content management systems (CMS) such as Wordpress
  • Basic proficiency in image and photo editing software 
  • Familiarity with Princeton University business applications, helpful (Concur, PeopleSoft, etc.)

Princeton University is an Equal Opportunity 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.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

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 Driver’s License Required

No

Experience Level

Entry Level

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Salary Range

$66,000 to $76,000