Undergraduate & Graduate Administrator

Overview

The Department of Comparative Literature is looking for a talented individual to fill our newly created Undergraduate/Graduate Administrator role. This position will oversee all administrative aspects of the department’s undergraduate and graduate programs while working collaboratively with our students and faculty. The ideal candidate will work efficiently in a variety of software systems, be a proactive problem solver, and have a passion to streamline processes while working in partnership with numerous offices across campus including the Graduate School, the Office of the Dean of the College and the Registrar’s Office. Most importantly, this individual should be enthusiastically dedicated to helping guide our students through their academic journeys at Princeton University. 

The Undergraduate Student/Graduate Student Administrator assists both the Director of Undergraduate Studies and the Director of Graduate Studies along with the Department Manager to support all aspects of the Undergraduate/Graduate program in Comparative Literature which currently has 29 undergraduate majors and 42 graduate students. This position will be the primary staff member responsible for all matters pertaining to undergraduate students' majors and minors, including course work, student progress, junior independent work and senior thesis, and senior comprehensive exams. This position will also manage all graduate administrative processes and procedures for enrolled and prospective students including planning, tracking and and reporting student progress, re-enrollment, admissions, recruitment and interview visits, student orientation, course scheduling, general examination scheduling, final public oral examinations, events and alumni outreach as well as keeping accurate budget records of all graduate-related expenses and funding. They will also be responsible for tracking course requirements and notifying students of issues, calculating honors, tracking student prizes, submitting prize candidates, entering and tracking summer funding, keeping confidential records and answering questions about both the graduate and undergraduate program from students, faculty, and general public.

Responsibilities

• Work collaboratively with Faculty, Department Chair, Registrar, Dean of the College and the Graduate School to facilitate course administration
• Evaluate current course listings including new, active and closed courses and receive and submit new course proposals for faculty into university system (CIS, Stellic). Track scheduling of departmental undergraduate and graduate-level courses and identify and solve conflicts
• Track student progress and completion of requirements for re-enrollment process course scheduling in CIS, coordinating general examinations, special field exams, and final public oral examinations
• Support faculty and lecturers to ensure successful course outcomes and advise current and prospective students on departmental requirements
• Ensure majors’ academic progress and fulfillment of all graduation requirements including individually contacting majors in the fall and spring to get information on their progress and inform students about any issues with any progress
• Track and report to the DUS about progress in students' junior independent work, senior thesis, senior comprehensive exam and honors
• Handle all logistics for comprehensive exams/FPOs including contacting faculty and students about their schedules and laying out an optimal schedule
• Update faculty/staff/students with policies from ODOC/Grad School
• Make classroom requests. Track and give student permissions and enter reading courses
• Update undergraduate program information on departmental website and student records as needed
• Work with the Director of Graduate Studies to facilitate all aspects of the graduate application and admissions process including recruiting and interview visits and orientation
• Manage the graduate program application process. Organize the prospective student pre-visit Skype interviews, and coordinate the prospective student campus visits
• Plans all events including but not limited to: graduate admissions visits, final public exams, graduate student receptions, scholarly events, etc. Coordinates all logistics including but not limited to travel, hotel, campus space and catering, and assists with payments of honorarium and travel reimbursements for guests; updates department and other university calendars with current event information. At the department manager's instruction, plans and implements other department events such as the lecture series, faculty conferences, retirement dinners and interdepartmental gatherings
• Oversees labor accounting for enrolled and visiting students, fellowships, awards and stipends; Oversight of budget information regarding stipends, fellowships payments, Teaching Assistants (TA), student reimbursements for conferences and book grants, summer funding using SAFE, payments for enrollment and travel expenses for students
• Assist Department Manager/Chair with other projects as assigned

Qualifications

ESSENTIAL

• Bachelor’s Degree or equivalent education and experience

• 3+ years of related work experience 
• Excellence in writing, including but not limited to accurate production of emails and word documents
• Excellence in creating, reading, and managing accurate spreadsheets
• Excellence in reviewing all work for errors and correcting them
• Willingness to pitch in as requested by department manager
• Willingness to learn new technology on a regular basis
• Must be highly organized and able to multi task efficiently
• Ability to work independently
• Ability to problem solve including identifying problems and researching solutions to them
• Willingness to work 1 or 2 holiday and/or evening events per term
• Ability to handle confidential and sensitive information with discretion
• Strong interpersonal skills with the ability to work with diverse groups
• Maintains working relationships with other departments at the university

PREFERRED

• Knowledge of Princeton specific software programs such as CAP/CUP, Princeton Prime, Canvas, SAFE, Labor Accounting, 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.

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