Undergraduate Program Administrator

Overview

The Department of History seeks an energetic, detail oriented, and self motivated professional to oversee its undergraduate academic program. This position coordinates all components of a program that supports 140-150 junior and senior majors and 65 minors as well as 65-70 lecture and seminar courses that are offered each year. The Undergraduate Program Administrator (UPA) works closely with the Associate Chair, Director of Undergraduate Studies (DUS), History Minor Adviser, Department Manager, 55+ faculty, preceptors, and undergraduate students and is responsible for keeping all parties updated on the policies, practices, and requirements of the program. The UPA also interacts regularly with staff in the Registrar's Office, Dean of the College Office, Residential College Deans, and colleagues in other departments and programs. The UPA works closely with with new faculty to familiarize them with undergraduate course policies and the expectations for junior and senior advising. The UPA directs the work of a half-time program assistant.

A complete application will include both a letter and a resume.

Responsibilities

Undergraduate Degree Progress

• Communicates regularly with undergraduate majors regarding policies and deadlines.
• Works with the Directors of Undergraduate Studies to set milestone and submission deadlines for independent work including updates to Junior Seminar and Independent Work course pages in Canvas.
• Monitors progress toward degree requirements for the major and informs students, Deans, and department officers of any progress-to-degree concerns.
• Coordinates sophomore enrollment for the department each spring, student advising each semester, and details related to the assignment of senior thesis advisers and junior independent work advisers.
• Organizes and promotes JP/thesis funding process and distribution of awards through SAFE; coordinates with the Davis Center and the Dean’s funding processes.
• Coordinates consulted thesis grades with advisers and 2nd readers; enters grades in CIS.
• Collects thesis prize nominations and coordinates awarding and payment of prizes.
• Responsible for submission of theses to Mudd Library.
• Oversees scheduling of Senior Departmental Exam with the adviser, 2nd reader, and student, rescheduling as needed.
• Ensures that end of year data is complete and accurate for the honors calculation.
• Maintains student databases and confidential records in CIS. Maintains statistical information on majors and minors using the Information Warehouse.
• Oversees updates to the undergraduate website

Course Management

• Communicates procedures and deadlines for course set up each semester to heads of course and preceptors.
• Enters information into the Course Information System (CIS), tracks student enrollment in department courses and communicates with instructor on over or under enrolled courses.
• Resolves issues related to cross listing, scheduling, class size, student permissions, cognates, wait lists, and room assignments.
• Works closely with the Associate Chair to coordinate course offerings each term including setting course meeting times, assigning departmental distribution requirements to each course, and confirming adherence to university requirements before submitting to the Registrar. Serves as liaison to ODOC and the Registrar for new and established courses.
• Coordinates the setting up of precepts with course heads and preceptors and instructs them as needed on the use of CIS tools.
• Requests rooms for all department courses and precepts.

Program Management

• Updates the degree progress/distribution summary and performs a summer review before submitting updates to the Registrar.
• Works with ODOC on annual update of the Undergraduate Announcement.
• In consultation with the DUS, maintains and updates the Independent Work in History guidelines, Junior Paper guidelines, and other annual documents for undergraduates.
• Oversees planning for several undergraduate focused events each year including the Academic Expo, History Writing Group, Career Conversations, Class Day, Fall Welcome Event, and the Winter Reading Period event. Responsible for all content planning for these events, working with the undergraduate program assistant to coordinate logistics of all events.
• Proactively identifies opportunities for improvement in the functioning of the undergraduate program.

Oversees the work of the undergraduate assistant in the administration of:

• Minors programs in History and the History of Science, Technology, and Medicine.
• Preparation of course promotion materials, videos, and flyers
• Coordination and promotion of the department’s History Writing Group, the undergraduate journal Princeton Historical Review, and other student run groups
• Logistics for undergraduate events - reimbursements, room reservations, catering, and travel arrangements, as needed.
• Ordering and distribution of ‘swag’ for undergraduate majors and minors.
• Regular electronic collection of syllabi for uploading to departmental shared drive.
• Course readings, library reserves, course packets, and book orders for all courses.

Qualifications

Essential:

• Bachelor's degree or equivalent education and experience
• Ability to work independently and as part of a team.
• Good judgment, discretion, and ability to observe confidentiality.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy, ability to work independently, set priorities, and handle competing demands and deadlines.
• Superior interpersonal skills and the ability to communicate and interact effectively with a broad range of people.
• Comfort with decision making and problem solving.
• Demonstrated organizational and time-management skills.
• Discretion, tact, patience, good judgment, and ability to maintain confidentiality in sensitive situations.
• Excellent computer skills and demonstrated ability to learn new systems quickly and use technology effectively.

Preferred:

• Prior University experience and knowledge of University policies and procedures.
• Familiarity with Princeton University systems: PeopleSoft, SAFE, Canvas.

Princeton University is an Equal Opportunity 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.

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

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level

Salary Range