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Events and Outreach Coordinator Princeton University
1 month ago
The Department of Chemistry is seeking an Events and Outreach Coordinator. Serving as a primary point of contact for all general departmental business for a dynamic department of over 400 faculty, staff, students, and visitors, essential qualifications include strong organizational and problem-solving skills, attention to detail, flexibility, accuracy, and exceptional diplomatic and customer service skills.
The Events and Outreach Coordinator is an integral team member who provides high level administrative support to the Chair and Department Manager, ensuring the smooth daily operations of the office. In this crucial role, the incumbent will play a pivotal part in facilitating and enhancing office efficiency and supporting the broader team’s work. Their responsibilities encompass maintaining a strong sense of integrity and financial stewardship, offering departmental support, acting as the seminar coordinator and faculty recruiting coordinator, and the administrator for the NSF REU program in molecular biophysics and the Princeton Catalysis Initiative.
The Events and Outreach Coordinator will independently coordinate all research seminars; oversee billing and membership activities for the department’s corporate affiliates program; maintain departmental directories and distribution lists; create content for the department’s website; provide administrative and grants support for an NSF REU program and the Princeton Catalysis Initiative, be the primary point of contact for administrative planning and financial coordination of faculty recruiting efforts within the department.
Responsibilities
Faculty Recruiting and Reappointments: Plan on-site visits for junior and senior candidates, managing a roster of ten to twenty individuals from December to May. Processes reimbursements for candidates following the visits. Assists the Chair’s assistant with planning for senior faculty visits and junior faculty second visits. Maintains meticulous financial records for end-of-year reconciliations.
Seminar Planning: Independently coordinates all logistics and provides on-site management for departmental seminars (3-5 per week). Arranges travel and lodging for speakers, books conference rooms and auditorium, prepares and distributes seminar announcement email messages. Coordinates speaker schedule with multiple faculty meetings and meal arrangements with students, postdocs, and faculty. Sets up presentation technology/AV equipment. Updates departmental web page with seminar announcements on a weekly basis, using WordPress. Processes speakers’ business travel reimbursements. Plans 5-10 yearly larger symposiums for guests including seminar, reception, and faculty dinner.
Princeton Catalysis Initiative Support: Assists the Director with compiling application materials for annual granting cycle. Oversees website development, including content and details of affiliated people e.g., adding people, updating titles or contact information, etc. Adds news stories or PCI-supported publication announcements. Publishes calls for proposals and annual symposium materials, including pre-symposium announcements – listing speakers, and post-symposium stories documenting the symposium. Handles all logistical planning for annual PCI symposium. Responsible for guest travel and lodging arrangements, meals, AV set-up, developing printed materials, and processing for a multi-day symposium with external attendees. Trains student hosts for the event and provides day-of on-site management. Upon the completion of the symposium, receives, compiles, organizes, and disseminates all proposals to the faculty review committee.
NSF REU Administrative Support: Supports faculty PI with pre and post award responsibilities for NSF Research Experience for Undergraduates Program. Administers the application website and maintains student records. Interfaces directly with the Czech Academy of Sciences to coordinator the study abroad program including all food, accommodations and transit associated with the summer program. Handles financial onboarding and payments for participants, as well as all payments for expenses related to the program abroad. Compiles data related to students’ future education, job placement and advancement per NSF guidelines. Ensures that programming and logistics follow university guidelines for undergraduate summer programs. Keeps track of expenses and handles reconciliations. Completes the NSF annual report for review by the PI. Supports PI in preparing renewal applications. Assists student services team with other summer programming responsibilities as needed.
Industrial Associates Program: Manages the administrative aspects of the Industrial Associates Program. Keeps track of membership rates and processes annual invoices. Deposits payments from members. Maintains a shared spreadsheet with membership information relevant to the department’s business office. Administers membership benefits, including library access and course registrations.
Departmental Event Planning and Community Management: Organize all departmental events commissioned by the Chair, including but not limited to holiday dinners and luncheons, faculty colloquia, alumni receptions, and other ad hoc events. Assists the Administrative Services Manager and Manager for Educational Programs, Outreach, and Events with community-building events for postdocs and graduate students. With the department manager and Chair’s assistant, plans logistics for faculty and staff meetings, including scheduling, room bookings, and food. Maintains and updates all department directories and email distribution lists (for over 400 people). Assists with other departmental responsibilities as needed.
Qualifications
Essential Minimum Required Knowledge, Skills, Competencies, and Abilities
Associates or other 2-year degree required
1-3 years’ experience
Essential qualifications include strong organizational and problem-solving skills, flexibility, and the ability to multi-task
Exceptional diplomatic skills, and the ability to remain calm under pressure
Attention to detail, accuracy and the ability to set priorities are critical
Proficiency with Microsoft Suite is required, including experience and proficiency in the use of functions in Excel
Understanding of budgets and financial statements
Some evening and weekend work required
Preferred Knowledge, Skills, Competencies, Abilities And Other Education
Experience and competence in maintenance/updating of content management systems (CMS) such as Wordpress and Drupal
Basic proficiency in image and photo editing software to crop and resize images
Competence and facility in keyword search on search engines to yield multiple, alternative, useful search results
Experience and proficiency in the use of functions and computed fields in Excel
Familiarity with Princeton University business applications, helpful (Concur, PeopleSoft, etc.)
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 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 Driver’s License Required
No
Experience Level
Entry Level
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