Operations & Events Coordinator

The mission of John H. Pace Jr. '39 Center for Civic Engagement is to make service and civic engagement a central part of the Princeton University student experience. The Pace Center staff guide undergraduate and graduate students in responsibly addressing the world's needs. The breadth of Pace Center programming encompasses connecting and learning from community, sustained volunteering, advocacy, activism, summer service internships, and post-graduate environmental justice fellowships. The Operations and Events Coordinator will invite diverse perspectives and express a commitment to helping Princeton University students make the world more equitable.

The Pace Center is seeking a dynamic, flexible, and detail-oriented Operations and Events Coordinator. This role is pivotal to ensuring operational excellence and the successful execution of the Pace Center’s many “Signature Events”, and directly contributes to the successful Princeton student experience in service. The Operations and Events Coordinator makes a significant contribution to the day-to-day operations, ranging from implementing system and process improvements to maintaining the Center’s physical spaces. The coordinator provides administrative support to the Center’s Executive Director and Senior Associate Director, Operations.

The Pace Center is one of eight units managed by the Office of the Vice President of Campus Life; Campus Life leads the University’s co-curricular efforts to provide an enriching experience for Princeton’s 5,200 undergraduates and 2,700 graduate students.

Event Planning, Coordination, and Oversight (50%)

• Oversee a portfolio of the Pace Center’s “Signature Events”, including their planning, execution, and evaluation. Events might include (but are not limited to) prospective student events, student activities fairs, annual awards ceremonies, special guest visits, and lectures.
• Oversee event logistics, including venue booking, catering, transportation, and audiovisual needs. Coordinate with suppliers/contractors with particular attention to the use of diverse vendors.
• Collaborate with the Senior Associate Director and program staff to develop event budgets and ensure compliant financial stewardship. Provide resources and training to program staff on best practices for event planning.
• With the Communications Manager, collaborate with staff and campus partners to actively promote events through various Pace Center and University channels, including social media, email newsletters, and websites.

Center-wide Operations (50%)

Financial Administration:

• With the support of the Senior Associate Director, Operations and the Business Manager maintain a system for tracking cross-center spending.
• Working directly with the Business Manager, assist in the timely creation and distribution of regular financial reports to staff and senior leadership, informing them of spending and budgetary implications. Assist the Business Manager, as needed, in annual year-end close and other time-sensitive financial transactional activities.
• Produce detailed analyses on specific operational resources (i.e. transportation) to inform University and Campus Life decision-making.

General Administrative Support:

• Maintain, update, and administer the Pace Center's data on the University platforms (including but not limited to): MyPrincetonU, Formsite, Canva, and SAFE, ensuring accurate and up-to-date content.
• Manage student travel (including the LyftPass program) to provide safe and reliable transportation for students participating in community service.
• Assist the Executive Director and Senior Associate Director with scheduling and other administrative support, including but not limited to reconciling expense reports using Concur.
• Manage the internal staff calendar and the public-facing calendar of Pace Center events.

Facilities Oversight and Safety:

• Proactively manage, schedule, and maintain Pace Center facilities, including the Frist Campus Center staff offices and student lounge, the 58 Prospect Avenue community-centered spaces, and the Green Hall staff offices. Maintain water coolers, coffee and other basic equipment to support a healthy work environment for staff, students and guests.
• Serve as the Safety Liaison, Telephone Coordinator, and Resource Recovery Coordinator for the Pace Center. Serve as the point of contact for Building Services to identify issues and submit/manage work orders.
• Coordinate on-campus staff office moves with direction from the Senior Associate Director, Operations. Ensure facilities are regularly evaluated for maintenance needs and are equipped with supplies and items necessary to support the work and wellness of staff, students, and community partners.

Essential Minimum Qualifications:

• Bachelor’s degree and 3+ years of related work experience.
• Collaborative team player who excels in inviting and integrating diverse approaches and perspectives, and a commitment to supporting a culture of service and civic engagement.
• Demonstrated ability to independently manage multiple projects simultaneously, with strong attention to detail and time management. Flexibility in handling changing priorities and adapting to new challenges in a dynamic environment.
• Knowledge of best practices in event planning, execution, and management, including vendor coordination and budget management.
• Strong verbal and written communication skills for effective interaction with staff, students, vendors, and other stakeholders.
• Ability/willingness to train and guide staff and volunteers effectively, ensuring they are well-prepared for their roles.
• Proficiency in using standard office software (e.g., Microsoft Office Suite, Google Workspace) and event management tools.

Candidates must be willing and able to adjust their schedule to accommodate evening and weekend hours for a small number of special events determined well in advance. In addition, once a year, Pace staff participates in the Community Action Command Center.

Preferred Qualifications:

• Experience working in a university setting.
• An awareness/understanding of service and civic engagement.
• Experience with MailChimp or similar email marketing platforms.
• Experience with Google Office Suite (Docs, Forms, Sheets) for event registration.

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. KNOW YOUR RIGHTS