Department Coordinator

Location
New Jersey, United States
Posted
03 Jul 2020
End of advertisement period
03 Sep 2020
Ref
11792
Contract Type
Permanent
Hours
Full Time

Department: Politics
Category: Administrative Support
Full-Time / Part-Time: Full-Time

Overview

The Department Coordinator provides a wide range of administrative support to faculty, students and staff in the Department of Politics. This individual is the first point of contact for all students, faculty, and visitors to the department.

Responsibilities

Graduate Program Assistance: Supports the Graduate Program Administrator in managing the daily operations of the Politics Ph.D. program. This includes managing a database of graduate student dossiers for students who are on the job market. Assists in planning and executing graduate program events, including receptions, practice job talks, dissertation defenses and the admitted student visit. Assists in managing graduate student space, including the assignment of carrel space and distribution and tracking of keys, and the daily upkeep of the graduate student lounge and collaboration space. Prepares reimbursements and assists with other financial transactions related to the graduate program. Performs other tasks for the graduate program as assigned by the Graduate Program Administrator and/or the Department Manager.

Undergraduate Program Assistance: Supports the Undergraduate Program Administrator in managing the daily operations of the Politics undergraduate program. Assists in managing events for the undergraduate program, including the sophomore open house and senior thesis day. Takes primary responsibility for planning and executing certain events, such as the Senior Thesis Poster Session and the Politics Salon series. This includes all aspects of these events, such as advertising, reserving the venue and arranging catering, communicating with students, and all of the logistics on the day of the event. Also maintains course boxes and undergrad student mailboxes. Performs other tasks for the undergraduate program as assigned by the Undergraduate Program Administrator and/or the Department Manager.

Faculty Support: In collaboration with the department’s faculty assistants, assists faculty with course preparation, including desk copy requests and eReserves. Assists with faculty correspondence, such as letters of recommendations for undergraduates. Fulfills faculty course or research-related copy/scan requests.

Communication: Serves as the first point of contact in the department, responding to all incoming guests, general phone inquiries, etc.

General Office Support: Supervises and schedules 1 or 2 work-study students. Serves as the point person for fax machine, copier machines repairs and maintenance calls. Processes incoming and outgoing mail and shipping requests. Coordinates campus deliveries and pick-ups. Maintains office and lounge supplies. Place furniture orders and surplus requests and arranges office moves. Maintains department directories and update office signs. Updates department webpages. Provides general office support to the assistant to the chair and the department manager, including ad hoc requests and projects.

Telephone coordinator: Responsible for submitting all telephone requests, including moving and removing phones and phone lines as needed, and maintaining department phone directory.

Qualifications

  • High school graduate, Bachelor's degree preferred
  • One to three years of related experience
  • Excellent interpersonal and organizational skills
  • Ability to manage multiple tasks in a dynamic environment
  • Ability and willingness to work collaboratively
  • Must maintain confidentiality
  • Excellent proofreading and attention to detail
  • Ability to lift bulky packages and water jugs at least waist high
  • Facility with Microsoft Office suite
  • Demonstrated ability to learn PeopleSoft, Concur, and other University-supported software applications
  • Must be a self-starter and possess the ability to establish work priorities
  • Ability to use tact and good judgment
  • Prior experience working in an academic environment preferred

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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