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Undergraduate/Graduate Program Administrator

3 months ago

Princeton, United States InsideHigherEd Full time
Overview

The Undergraduate/Graduate Program Administrator for the Department of African American Studies is responsible for overseeing all administrative aspects of the undergraduate major and minor program, and the course administration for the graduate program.  This position works closely with the Manager, Finance & Administration (Manager), Director of Undergraduate Studies (DUS), Director of Graduate Affairs (DGA) and the Department Chair (chair). The administrator will be the first point of contact for the students, the Office of the Registrar, the Office of the Dean of the College, and other administrative units in support of the curricular aspects of the department.

 

The ideal candidate will provide enthusiastic support to our students and faculty and have exceptional organizational, time management and collaboration skills. This administrator must possess the ability to manage complex processes, have strong communication skills, and remain effective working under tight deadlines.

Responsibilities
  • Responsible to manage the Course Information Management System (CIMS) for courses, scheduling departmental exams and independent work schedules.
  • Manage the undergraduate program budget, tracking expenses for undergraduate student programs in AAS such as JP and senior thesis writing sessions, the AAS senior colloquium, and the AAS majors and minors study breaks, providing financial reports to the DUS, manager and chair.
  • Track and notify students and DUS of degree progress to ensure that majors and minors are not only aware of outstanding requirements but provided scheduling forecasts to assist them with their course planning.
  • Solicit, interview, hire and schedule Assistants In Instruction (AIs)/preceptors/lecturers in consultation with the Manager and AAS faculty.
  • Submit classroom assignments, having a working knowledge of buildings and classrooms across campus, and faculty preferences and needs.
  • Maintain and update the AAS Course Information Master List Google spreadsheet allowing the manager and other staff to have access to up-to-date course planning information, serving as a reliable accurate source for communication and department planning.
  • Staff Curriculum Committee to ensure continuity of program discussions, resolution of any outstanding issues, and provide administrative support to the director of undergraduate studies (DUS).
  • Communicate and inform faculty and students of academic policies, serving as the liaison between the Office of the Registrar and the Office of the Dean of the College on issues related to course scheduling, grading, enrollment, academic progress and degree completion.
  • Coordinate independent work adviser selection, and schedule senior comprehensive exams.
  • Administer the annual Undergraduate Announcement and degree progress update process for the major and minor, which requires extreme attention to detail, impeccable record keeping and excellent analytical skills.
  • Review, update and communicate requirements for African American Studies undergraduate degree students, disseminating student policies and pertinent information.
  • Respond to student and prospective student inquiries, assisting students with leaves of absence and support services.
  • Works with the Administrative and Events Coordinator to organize and execute the undergraduate portion of recruiting events such as the Princeton Preview, Academic Expo, Sophomore Open Houses, recruitment dinners, etc. and for departmental events such as the Welcome Back barbecue, and Class Day.
  • Point person for the Independent Work Guide annual updates integrating the university schedule with department deadlines.
Qualifications
  • Bachelor’s degree or equivalent experience
  • Ability to adhere to and follow established processes and procedures
  • Possess excellent analytical, organizational, proofreading, data management, written and oral communication skills
  • Follow through on assignments and meet deadlines independently, while setting priorities, working collaboratively and creating consensus amount stakeholders
  • Proven ability to work with discretion and to be attentive and deliberate when handling all aspects of course administration, showing initiative in a fast-paced and demanding office
  • Must have the ability to gather, analyze, interpret and present data for varying constituencies and purposes
  • Advanced computer skills using Microsoft Office and Google applications

PREFERRED QUALIFICATIONS

  • At least 5 years of related experience is desired
  • A working knowledge of academia and university administrative structures, as well as prior university experience, specifically PeopleSoft HCM/CS are highly desirable
  • Experience with Princeton University policies, procedures and computer platforms such as PRIME, SAFE, Concur, JobX/TimesheetX, and Canvas are also a plus

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. KNOW YOUR RIGHTS

Standard Weekly Hours36.25Work Schedule, If Other Than Standard Hours8:45 AM - 5:00 PMEligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelEntry Level#LI-JD1