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Academic Affairs Coordinator

US-NJ-Princeton

Job ID: 2025-20623
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

The Office of the Dean of the Graduate School is seeking an Academic Affairs Coordinator. The position reports to the Deputy Dean through the Assistant Dean for Academic Administration and may also take direction for some tasks from the Administrative Manager, who meets regularly with all coordinators in the office. This professional will join the Academic Affairs team in the Office of the Dean of the Graduate School, which offers a challenging and supportive work environment. Engaged and dedicated staff members within the office collaborate to improve the educational experience of all graduate students at Princeton. The work itself is extraordinarily rewarding: it is multi-faceted, always evolving, and meaningful.

This is a full-time position, with a preferred start date as soon as possible. Review of applications will begin immediately. For fullest consideration, candidates should apply as soon as possible.

• Manage Final Public Oral (FPO) requests from departments for their Ph.D. students and Advanced Degree Application online process for five annual degree lists. Includes review of submitted online materials for completion and accuracy. Involves working closely with the Academic Affairs associate deans and acting as the liaison between the department graduate program administrators and the Graduate School.
• Monitor and track compliance of mandatory attendance and completion of first-time AI orientation and enforce policy when necessary. Involves working closely with McGraw Center staff and notifying departments and students about requirements.
• Oversee course cross-registration processes (IUDC, IUEDC and Rutgers)- review and approve registration forms, work with Registrar to register students, report grades back to home schools, act as institutional representative in consortium.
• Review and approve applications for the Ivy Plus Exchange Scholar Program as the administrative contact for the program.
• Coordinate the annual update process for the Graduate School’s Fields of Study website.
• Work closely with the deputy dean regarding the Dean’s Completion Fellowship and Postgraduate Research Associates (PGRA) Program and various special projects.
• Provide assistance with certain electronic processes and workflows run by the Graduate School in PeopleSoft Student Records, including enrollment status changes for graduate students and the annual reenrollment process (an annual academic progress evaluation of all graduate students).
• Maintain routine updating of materials in OnBase electronic student files and relevant electronic administrative files. This may include limited hard copy files where they exist and are being converted to OnBase files
• Process expenses for deputy dean through Concur.
• Manage calendars for deputy dean, assistant and associate deans.
• Make updates to the Graduate School website as needed.
• Support deans with composition of office correspondence.
• Work with faculty directors of graduate study (DGSs) to schedule and coordinate regularly occurring meetings for the Curriculum and Fellowship Subcommittees.
• Support general office activities when necessary under the coordination of the Administrative Manager.

• 3-5 years of relevant work experience, preferably within an institution of higher education or organization in an executive setting, Bachelor’s degree is preferred.
• Excellent judgment and organizational skills, with attention to details, accuracy and follow-ups.
• Superb interpersonal and communication (oral and written) skills dealing with a wide range of constituents including University Deans and key administrators, faculty, staff members, alumni, graduate students and visitors.
• Demonstrated ability to take initiative, prioritize, work independently and coordinate multiple projects simultaneously in a fast-paced environment.
• Discretion in handling confidential information.
• Ability to work effectively in a dynamic team environment and autonomously.
• Proficiency in Microsoft Office applications, especially Word, Excel, Outlook and PowerPoint; and knowledge of PeopleSoft, Cognos, Information Warehouse, Adobe Acrobat, OnBase, and Drupal.

Princeton University is an Equal Opportunity 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