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Undergraduate Program Administrator

Princeton University
New Jersey, United States
Salary Not specified
Posted Date
Sep 9, 2022
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Undergraduate Program Administrator


Job ID: 2022-15508
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University


The James Madison Program Undergraduate Program Administrator is responsible for the design, creation, and implementation of undergraduate programming. Currently over 200 undergraduate students affiliate with the Program and participate in its many events, courses, and other opportunities. The Undergraduate Program Administrator reports directly to the Program Manager and should be a detailed oriented individual with a desire to focus their career on working directly with the undergraduate student population.

Competitive candidates will possess an understanding of the mission of the James Madison Program.


Undergraduate Fellows Forum (UFF) Programming:

  • Administer and develop forum content and activities
  • Oversee the organization of on and off-campus programming
  • Design and implement the JMP Wintersession offering
  • Oversee the UFF member and recruitment process for the Forum
  • Evaluate and administer all JMP award funding for undergraduates, to include administration of the end of year thesis and paper prize competitions
  • Arrange all seminars for UFF members with JMP Visiting Fellows
  • Oversee JMP communications with the UFF
Event Management:

  • Plan, direct, and attend all UFF events as follows:
    • Schedule all events
    • Reserve event space
    • Contact speakers and other guests
    • Book videographer and photographer
    • Arrange for catering and event-related hospitality
    • Submit parking requests
    • Create and distribute invitations
    • Track responses
    • Handle on-site event responsibilities
    • Coordinate with Facilities, Instructional Support Services, and Public Safety for all on-site and technology needs pertaining to UFF events
    • Arrange for speaker and participant travel and lodging
    • Prepare and send guest itineraries, provide on-site event assistance to guests, and provide basic orientation
    • Manage financial details of UFF event budgets, expenses, and reimbursements
  • Assist the Events Coordinator as necessary for other JMP large conferences and events
  • Academic course management:
    • Provide administrative assistance and oversight for all JMP undergraduate course offerings
    • Work with JMP Visiting Fellows, Postdoctoral Research Associates, and Executive Staff to identify those interested in teaching and to develop appropriate course material
    • Interface with the Politics Department staff ensuring all University policies are followed for approval and listing of courses
    • Assist the Politics Department in overseeing the certification track in American Ideas and Institutions. Maintain records of students participating in and graduating from the AIIP track


Essential Qualifications:

  • Bachelor's degree or equivalent with 3+ years work experience, preferably in an academic environment working with undergraduates or in event planning
  • Demonstrated interpersonal skills to interact and work effectively at all levels with faculty, students, staff, and the external community; consistently upholding the Program’s reputation for excellence
  • The ability to function effectively in a team-based environment
  • The ability to organize and convey information in a clear and concise manner as well as prioritize and meet deadlines
  • Experience with vendor management
  • Proven successful background in decision-making processes, excellent organizational skills, ability to multi-task, ability to exercise discretion and independent judgment, and ability to work autonomously to meet deadlines
  • Excellent writing skills suited to an academic environment
  • Excellent knowledge of English grammar, spelling and punctuation sufficient to compose, edit, and proofread correspondence and reports
  • Ability to work a flexible schedule to include select evenings and possibly an occasional weekend
Preferred Qualifications:

  • Experience with University systems and software including Prime, Concur, and SharePoint
  • Familiarity with University departments and resources
  • Familiarity with Princeton's administrative procedures and policies
  • Knowledge of and commitment to the values and mission of a higher education research institution
  • Demonstrated track record of professional leadership and willingness to learn and accept constructive feedback
  • Proficiency in Microsoft Office applications, Adobe InDesign or other current graphic design software, Adobe Acrobat, and Drupal web platform
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. EEO IS THE LAW


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