Program Coordinator in Princeton, New Jersey at Princeton University

Job Type Full-Time

Overview

The Effron Center for the Study of America (EFF) at Princeton University seeks a Program Coordinator to provide operational leadership for its Program in American Studies (AMS), Program in Asian American Studies (ASA), and Program in Latino Studies (LAO). Reporting to the Executive Director and working closely with the Chair, Associate Chair and Program Directors and faculty, the Program Coordinator plans and executes academic program operations, curriculum planning progress, student advising and engagement initiatives, events management and communications, and administrative research projects that support the Center and Programs' mission.

Under the direction of the Executive Director, the Program Coordinator advances Center goals, Program priorities, manages academic and administrative workflows, supports prospective and enrolled minor students, orchestrates student-oriented events and supports Center events, and other projects as they may arise. This position requires independent judgment, project management expertise, problem-solving skills and the ability to collaborate across departments and constituencies.

Responsibilities

Academic Management
Lead the development, implementation, and continuous improvement of academic planning processes for the Programs in American Studies, Asian American Studies, and Latino Studies, spearhead the annual and multi-year teaching plans that support curricular goals, faculty priorities, and student progress toward completion of program requirements. Provide leadership for all aspects of AMS, ASA, and LAO course administration and faculty support, ensuring the successful execution of academic offerings each semester.

• Manage the annual three-year teaching plan process for multiple academic programs, including gathering and analyzing faculty teaching commitments, course preferences, curricular needs, and instructional resources. Formulate ideas to address potential gaps, and communicate updates, and maintain a current three-year teaching plan year round. As needed, manage processes to expand course offerings, such as teaching purchases, lecturer and visiting appointments, ensuring compliance with University policies and deadlines.
• Initiate and manage, per semester, processes to ensure timely and accurate course setup, course scheduling, enrollment management, cross-listing approvals, grading compliance, and academic record maintenance for each Programs.
• Coordinate faculty input, execute approved activities within budget, and manage course expenditures, ensuring appropriate stewardship of program resources as defined by the Executive Director. Serve as a primary resource for faculty regarding University and Effron Center teaching policies, procedures, and instructional support services.
• Improve internal systems for maintaining historical course information, current records, and related institutional knowledge.
• Resolve academic and operational items through collaboration with EFF Leadership, faculty, students, and University partners. Escalate concerns to Executive Director or Program Directors.
• Manage the Academic Hiring (AHIRE; Interfolio) search process and new appointment lifecycle for lecturers, visitors, and other appointments. Determine instructional support needs, including the allocation of Assistants in Instruction and other teaching resources.
• Establish and maintain effective planning timelines, workflows, and stakeholder communications that improve efficiency, transparency, and long-term program sustainability.

Student Communications, Engagement and Advising
Manage the Effron Center’s student-facing operations and initiatives that support academic success, engagement, and community building.

• Manage the student enrollment process for minors in American Studies, Asian American Studies, Latino Studies, and Native American and Indigenous Studies.
• Advise AMS/ASA/LAO students regarding program requirements, course planning, academic opportunities, and pathways toward successful completion of minors. Track student progress and maintaining accurate academic records.
• Conceive and execute new communications campaigns to increase awareness of the Effron Center and its four minor Programs among undergraduates. Develop and implement improvements to student communications, outreach, and advising practices. Highlight via email and social courses, etc. events and initiatives for outreach and engagement; update the website's Program pages.
• Communicate with EFF Leadership and Program Directors, academic advisers, departments, and University offices regarding confidential student-related matters, as necessary. Work with confidential information per University policies.
• Conceive, communicate and host student-oriented events, including Academic Expo, Princeton Preview, Sophomore Open House, Program study breaks and other concepts.

Student Awards and Prize Programs
Manage the administration of University-wide student awards, thesis prizes, and recognition initiatives across the academic programs.

• Lead the annual thesis prize and student award processes from planning through completion, including establishing timelines and milestones; coordinating faculty committees, nomination and selection procedures; managing communications with nominees, recipients, and University partners; verifying eligibility requirements; and overseeing award processing and recognition activities.
• Administer opportunities submitted to the Student Academic Funding Engine (SAFE) for the undergraduate and graduate student research and activities funding program, including managing the online funding portal; reviewing and routing applications for faculty and administrative review; communicating decisions to students; processing and tracking awards; and maintaining accurate records of funding allocations and expenditures.
• Monitor and report on student funding and award activity throughout the year, including tracking program participation, total funds distributed, and year-end outcomes.
• Evaluate and improve award and student funding administration processes to enhance efficiency, transparency, and participant experience.

Events Management and Student Communications
Conceive and collaborate with the Executive Director and Communications and Events Manager, to:

• Support event planning and implementation for EFF, AMS, ASA, LAO each semester.
• Project manage operational details, such as securing room reservations and AV services via EMS; arranging speaker travel, accommodations, and address dietary needs; arrange post-event receptions or small group dinners; engage with vendors adn independent contractors such as designers, writers, photographer, caterers, and student workers to assist in execution to meet deadlines and deliver a successful event.
• Remain current on related University policies
• Create target audience campaigns - to all students, minor students, faculty, etc - to encourage enrollment and attendance and further grow the Effron Center, AMS, ASA, LAO community and encourage engagement.

Special Projects
Under direction of the Executive Director and Chair, and in partnership with Program Directors, advance the mission and long-term goals of the Effron Center.

• Manage special projects involving academic planning, enrollment, and engagement. Identify opportunities for collaboration and program enhancement.
• Prepare reports, presentations, and analyses to support decision-making by EFF Chair and Associate Chair, Program Directors, and faculty committees.
• Support planning efforts related to new academic programs, minors, majors, graduate initiatives, or other evolving curricular opportunities.
• Represent the programs in cross-campus collaborations, committees, and working groups as appropriate.
• Other, as may be needed

Team Collaboration
Collaboratively contribute to the planning, coordination, and successful execution of Center priorities and initiatives.

• Participate in regular staff meetings and provide leadership, when needed, and support for major Effron Center events, programs, and special projects, which at times span outside of the formal schedule.
• Undertake additional responsibilities and special projects as assigned by the Executive Director and Chair.
• Ensure compliance with University policies and procedures, including the responsible stewardship of funds and timely completion of administrative and financial transactions.

Qualifications

Essential

• Experience managing multiple complex projects and administrative operations involving multiple stakeholders.
• Excellent organizational and project management skills, with a strong ability to manage multiple priorities simultaneously.
• Exceptional written and verbal communication skills, with the ability to communicate effectively with faculty, students, administrator, peers and visitors.
• Strong problem-solving skills. Confidence in raising insights or individual questions, making recommendations and executing decisions.
• Strong interpersonal, communication, and relationship building skills
• Highly attentive to details and a commitment to accuracy.
• Ability to manage budgets and spending
• Ability to work independently and as part of a team
• Ability to manage confidential and sensitive information appropriately.

Preferred

• Experience in a university setting
• Experience with course scheduling and curriculum management
• Experience communicating with and advising students.
• Experience designing events or academic materials for social and email platforms, and website
• Experience with event planning and procurement
• Experience with Princeton University systems, such as CIS Workspace, Peoplesoft, Concur

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 Drivers License Required
No

Experience Level
Entry Level

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Salary Range
$70,000 to $80,000