Administrative Coordinator

Overview

The Academic & Administrative Coordinator provides executive-level administrative support to the Department of African American Studies and serves as a key member of the department's administrative team. The position supports departmental operations, faculty administration, undergraduate program activities, and special projects while serving as a primary point of contact for faculty, students, staff, and visitors. Responsibilities include managing confidential information; coordinating meetings, committee activities, and faculty personnel processes; administering student programs and funding; supervising student employees; supporting departmental communications and facilities operations; and providing comprehensive administrative support to faculty and departmental leadership. Success in this role requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

Administrative Support:

• Coordinate the preparation, collection, production, and distribution of agendas, reports, meeting materials, and supporting documentation for meetings and special events.
• Record, transcribe, and distribute meeting minutes; prepare action-item reports and track progress through completion.
• Support the Department Chair and Manager in the administration of faculty searches, third-year reviews, tenure reviews, and other Dean of the Faculty actions.
• Prepare and manage confidential documentation related to faculty personnel, human resources, and committee activities.
• Coordinate annual visiting faculty advertisement placements and related administrative processes.
• Maintain the department's shared Google Drive, including faculty personnel files, committee records, and confidential meeting materials.
• Compile confidential reports and documentation packages for committee meetings and deliberations, ensuring deadlines are met and materials are complete.
• Hire, train, supervise, assign work to, and approve payroll for 4 to 6 student employees; maintain employment records in JobX.
• Serve as the department's Resource Recovery Coordinator, supporting sustainability initiatives and coordinating disposal of surplus materials and electronics.
• Act as the department's Telephone Coordinator and liaison for telecommunications service requests.
• Collaborate with the Communications & Media Manager to maintain and audit MailChimp distribution lists and communication audiences.
• Manage seminar room reservations in EMS, including approving requests, coordinating access, and maintaining room schedules.
• Coordinate Salto access permissions and work with Site Protection to maintain building and room access schedules.
• Purchase and maintain office and breakroom supplies, monitor inventory levels, and coordinate replenishment.
• Provide occasional proofreading support for departmental communications and newsletters.
• Serve as the department receptionist and primary point of contact for the main telephone line and shared email account.

Undergraduate Program Support:

• Serve as the department's SAFE Administrator, reviewing funding applications for completeness, eligibility, and compliance with University policies and procedures.
• Verify student eligibility, ensure project requirements are met, and prevent duplicate funding requests.
• Process undergraduate minor applications, obtain approvals, and update student records in PeopleSoft.
• Enter and maintain independent work adviser and subfield assignments for majors in consultation with departmental leadership. Coordinate and schedule the senior comprehensive exams.
• Coordinate registration and participation in Princeton Review programs, including annual review of services, contracts, and pricing.
• Administer the department's academic prize process and coordinate with appropriate University offices to facilitate award distribution.

Faculty Assistance:

• Provide executive-level administrative support to approximately 19 faculty members, including the Department Chair and visiting faculty.
• Manage the Chair's complex calendar, including meetings, advising appointments, and other commitments.
• Coordinate and process faculty support requests, including initiating budget adjustments and monitoring expenditures as needed.
• Arrange travel for in-class guest speakers; reconcile and justify expenses in accordance with University policies and budget guidelines.
• Assist faculty with budget development and the planning and execution of class trips and academic programming (in-class guest speakers).
• Process honoraria, invoices, and non-purchase-order payments on behalf of faculty and departmental administrators.
• Monitor expenditures to ensure compliance with approved budgets and University financial policies.
• Provide support and guidance related to Canvas, library reserves, Concur, and other academic and administrative systems.

Qualifications

Essential Qualifications

• A bachelor's degree or an equivalent combination of education and relevant experience is required.
• Candidates must possess strong computer skills, including proficiency with Microsoft Office applications and experience using Google Workspace.
• The ability to quickly learn and effectively utilize new software systems is essential.
• A collaborative work style and flexibility in responding to changing priorities.
• The successful candidate will demonstrate the ability to follow established policies, procedures, and workflows; possess excellent written and verbal communication skills; and exercise sound judgment, discretion, confidentiality, and professionalism.
• The position requires the ability to interact effectively with University leaders, faculty, staff, students, and external constituents while maintaining a high level of customer service.
• The candidate must be adaptable, resourceful, and proactive, with strong organizational and problem-solving skills.
• The ability to manage competing priorities, work independently, take initiative, and perform effectively in a fast-paced environment is essential.
• A demonstrated commitment to fostering an inclusive and respectful workplace and the ability to work effectively with individuals from diverse backgrounds are required.
• Previous experience providing high-level administrative support to a busy faculty member, senior administrator, or business executive is required.

Preferred Qualifications

• Working knowledge of Google Drive, MailChimp, and JotForm are highly desired. Experience with Princeton University policies, procedures and computer platforms such as PeopleSoft HCM/CS, SAFE, Concur, EMS, Salto, JobX, EMS, Interfolio and Prime are a plus.

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.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level

Salary Range