Research Staff/Graduate Program Events Coordinator
October 10, 2018
Princeton, New Jersey
Requisition # 2018-9412 Department Chemistry Category Administrative Support Full-Time / Part-Time Full-Time Application Deadline
The Department of Chemistry at Princeton University is seeking a Research Appointments Coordinator (RAC)/Graduate Program Events Coordinator (GPEC). Reporting to the Graduate Program Manager, the individual in this position will plan and carry out a full calendar of events and activities related to the department's graduate program, one of the largest on campus, and, reporting to the Administrative Services Manager, will coordinate and process approximately 130-140 research staff and visiting researcher appointments through the Office of the Dean of the Faculty on an annual basis.
The RAC provides support in obtaining appointment information, securing approval from the business office and the Office of the Dean of the Faculty, advising on offer details, visa documentation, completing all appointment and search forms. For the graduate program, the GPEC provides logistical support for the department's graduate program events (Orientation, holiday events, Visiting Weekends, and annual picnic, among others), including booking venues, working with vendors, creating schedules, processing expenses and other related activities. This position includes budgeting and student record responsibilities. The GPEC is required to work some evenings and weekends for events management.
This individual will be responsible for managing and tracking the training processes (lab safety, fire safety, ethics, yearly IDP submission) for professional researchers and graduate students.
This is a two year term position.
Graduate-Program Event Planning: Manage all aspects of planning, purchasing and payment with food and beverage vendors and related services for four major grad and departmental events each year; administer space requests and building services orders; and provide support for other Graduate Student Organization events. Ensure compliance with university event-planning policies, communicate with guests on logistics and prepare event communication materials and website registrations.
Financial Administration: Prepare budget for five major graduate student event for review by Graduate Program Manager and Director of Graduate Studies. Manage different teams of graduate students each year in planning and budgeting for events. Track expenses and spendable balances in PRIME and prepare periodic and relevant financial reports for the Graduate Program Manager and the Graduate Student Organization. Provide guidance based on budgeting goals.
Office of the Dean of the Faculty Appointment Processing: Assist the Administrative Services Manager in obtaining appointment information, securing approval from the business office and the Office of the Dean of the Faculty, advising on offer details, visa documentation, completing all appointment and search forms. Assist faculty with under-represented search candidates for chemistry search reports. Notify faculty when researcher appointment needs to be renewed, on a yearly basis, submit updated appointment documentation, request preapproval of new salary and funding from the business office. Prepare and submit exit and termination forms.
Training Process Administration: Maintain an internal system that tracks training (laboratory safety, fire safety, ethics, and IDP submission) and ensures compliance for all professional researchers and graduate students. Interface with EHS, the Office of the Fire Marshall, and Career Services to establish periodic Chemistry-specific trainings and coordinate times, dates, and locations. Provide quarterly reports to Administrative Services Managers on research staff training data. Assist the Administrative Services Manager in the orientation process to introduce departmental practices, HR, and benefits information to the new research staff.
Bachelor's Degee required and 1 to 3 years minimum work experience
Strong communication skills, both written and oral
Patience, interpersonal skills, and the ability to negotiate
Attention to detail, the ability to work independently, and a sense of initiative
Must be able to work some evenings and several weekends per year
Proficiency in Microsoft Office and an ability to meet deadlines
This individual must demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality, and remain flexible as demands and priorities change.
Familiarity with Princeton University financial and student-record systems
Familiarity with web-based and social media platforms
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. EEO IS THE LAW
Standard Weekly Hours
Eligible for Overtime
Essential Services Personnel (see policy for detail)
Princeton University job offers are contingent upon the candidate's successful completion of a background check, reference checks, and pre-employment screening, as applicable. The type and extent of background check, reference checks, and pre-employment screening may vary depending on the requirements and/or functions of the job and the candidate's current employment status with Princeton University.
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.