Graduate Program Manager

7 days left

New Jersey, United States
14 May 2020
End of advertisement period
14 Jul 2020
Contract Type
Full Time

Department  Psychology

Category  Academic Administration

Full-Time / Part-Time  Full-Time


The Graduate Program Manager is a proactive representative of the Department of Psychology and acts as the primary interface between the Department and its main constituents with whom the Graduate Program Manager interacts: graduate students, faculty, the Office of the Registrar, the Graduate School, and other University administrative units.

Reporting to the Department Manager, the Graduate Program Manager works closely with the Department Chair, the Director of Graduate Studies, and various Graduate School Deans to ensure the effective management of the Department of Psychology’s graduate program. The Graduate Program Manager performs a variety of proactive management and administration functions, and demonstrates a superior level of customer service, to efficiently make required policy, procedure, and financial decisions, ensure graduate students have the necessary training and funding, and ensure the Department graduate students are meeting all Department and University requirements and timelines.

A key focus of this position is assisting graduate students in obtaining funding, by curating a comprehensive and up-to-date database of funding opportunities, ensuring that each graduate student knows about all funding opportunities available to them each year, and supporting them throughout the application process (e.g., by making students aware of all relevant workshops on campus related to grant writing and also providing students with examples of successful applications for different types of funding opportunities).


Key Responsibilities

Program Management:

  • Working closely with the Graduate School’s Deputy Dean and Senior Associate Dean, Department Chair, and DGS develops, implements, oversees, and continuously refines a robust program to ensure graduate student training and financial needs are met, including primary responsibility for identifying training needs and opportunities. 
  • Advises faculty and graduate students on University policy, academic affairs, student life, and financial support. 
  • Counsels faculty and students in areas of student life and academics with sound judgment on policy and discretion with sensitive information. 
  • Develops and distributes communications on the academic and financial requirements and policies of the Department’s graduate program, non-degree programs (e.g., VSRC’s and trailing students), and the Graduate School. 
  • Serves as the key liaison between the DGS and the Graduate School (including Deans/Deputy Deans/Associate Deans/Assistant Deans) regarding preparation of policy proposals, analytical reporting, and external communications.
  • Manages all graduate student academic programming and Departmental/Graduate School curricular milestones.
  • Oversees critical departmental graduate admissions process including: analysis and preparation of applicant data, dissemination of data to Chair, DGS, the faculty, and the Department Manager, and annual Visiting Day for prospective students.

Financial Management:

  • Primary responsibility for identifying and meeting student financial needs and opportunities, including establishing, implementing, and continuously maintaining a database of internal and external funding opportunities.
  • Manages all graduate student funding (approximately $1.1M annually) and program budget (approximately $200k annually), including budget projections, substantiation of expenses, and Departmental and Graduate School reporting and analysis.
  • Develops and manages budgets for all graduate student activities and events.
  • Manages student travel/research funding allowances.
  • Proactively and regularly seeks other graduate student funding opportunities.
  • Manages departmental graduate student teaching budget (uses historical data and undergraduate course enrollment information to determine annual budgetary needs; regularly monitors budget to ensure proper allocations; anticipates changes in budgetary needs and proactively notifies Department Manager).


  • Manages all graduate student-related events, both academic and social.
  • Oversees graduate student committees and meetings (e.g., twice annual DGS meetings with students).
  • Engages faculty and staff across departments for milestone planning and documentation.
  • Manages status change reporting.
  • Manages annual student reenrollment processes.
  • Manages all aspects of the Departmental processes for the graduate student teaching assignments and reporting cycles.
  • Convenes and reports on various Departmental graduate student committees (including participation in Departmental diversity and inclusion committees).
  • Continuously seeks ways to help graduate students be successful.
  • Supports the Department Chair, DGS, and Department Manager on all other matters related to the graduate student program and related University matters.


Essential Qualifications:

  • Bachelor's degree or equivalent experience;
  • 5+ years of relevant work experience;
  • Exceptional analytical, problem-solving, and decision-making skills; high attention to detail partnered with the ability to think and execute strategically;
  • Highly effective organizational and project management skills;
  • Strong oral/written communication skills;
  • Superior interpersonal skills (customer service) including the ability to identify mutual interests and needs, work collaboratively, and create consensus among stakeholders;
  • Demonstrated ability to gather, analyze, interpret, and present data (quantitative and qualitative) for varying constituencies and purposes;
  • Ability to exercise good judgment, maintain confidentiality, and handle sensitive information in a discrete manner;
  • Very high level of competency with Word, Excel, and PowerPoint and G-suite; and,
  • Must be available to work some evenings/weekend per year.

Preferred Qualifications:

  • Working knowledge of Princeton University business systems such as PeopleSoft, Labor Accounting, Information Warehouse, Prime, Concur;
  • Experience in a university setting; and,
  • Familiarity with financial management.

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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