Governance Coordinator

The Office of the Dean of the Faculty is seeking a Governance Coordinator. This role primarily supports the Clerk of the Faculty in time-sensitive, detailed administrative tasks while also assisting with governance tasks such as the coordination of the Princeton Public Lectures. 

Assistant to Clerk of the Faculty & Governance Administration 

• Prepare and distribute memos to faculty members, committees, and administrators in support of the Committee on Committees (CoC), Faculty Meetings, Elections, and other related processes. 
• Organize meetings and update the faculty committee master documents outlining the committee descriptions and needs for new committee members and eligibility requirements.
• Forecast committee needs for next academic year for appointments and elections.
• Support committee meetings: populate spreadsheets and vet materials; project laptop during meetings and rank suggestions during committee discussions; collect materials and purge at the conclusion of meetings; prepare post-meeting materials for the Clerk of the Faculty.
• Vet potential faculty member nominees and candidates for eligibility and availability, referencing lists from multiple sources.
• Prepare fall memos for FACP and C3 to choose CoC and Council of the Princeton University Community (CPUC) members respectively. Collect suggested names and provide to Dean, Deputy Dean, and Director of Governance for CPUC slate; and potential CoC members; provide the Clerk of the Faculty with ranked names and email addresses. 
• Submit names of new and expiring CoC members to CeDar representative for Information Warehouse access/restrictions.
• Set up, run, and announce results of February and April elections for faculty committees. Create ballots; open and close elections; provide unofficial results to Dean, email faculty elected (and those not elected) after elections; release election results, and upload emails into respective faculty members' OnBase personnel files; update master committee list, and PeopleSoft.
• Compile data for committee replacement needs.
• Prepare and distribute faculty meeting schedule memo, and monthly materials, including drafting agenda, finalizing minutes, and collecting documentation from campus partners to package with agenda; printing of agenda.
• Attend and staff monthly faculty meetings.
• Manage processes for Memorial Resolutions, honoring deceased Princeton faculty. Including collaborating with departments, collecting documents, scheduling presentations, and formatting and distributing final resolutions. Complete annual archival of Faculty Meeting recordings, and Memorial Resolutions.
• Solicit, collect, and track information from departments for the annual Emeritus booklet process to recognize the contributions of faculty members who are retiring and transitioning to emeritus status.
• Prepare correspondence to department chairs regarding committee membership, service awards, and other topics
• Assist the Director for Governance with drafting department chair and director appointment and reappointment letters.
• Perform other administrative duties as assigned.

Princeton Public Lectures 

• Serve as program administrator for Princeton Public Lectures, correspondence, communications and budgeting.
• Organize 2-3 Public Lectures Committee meetings per year.
• Maintain financial reports in Prime and conduct other budgeting and bookkeeping as needed.
• Responsible for the organization, execution, and publicizing of the Princeton Talks mini-lecture series.
• Responsible for the coordination of the award dinner for the University’s annual Behrman Award for Distinguished Achievement in the Humanities.
• Supervise 2 student workers charged with distributing posters and advertising the lectures.
• Manage temporary staff related to event planning (including publicity, venue securing, coordination with campus partners and speakers).

Required

• Excellent organizational skills and time management skills.
• Ability to manage competing priorities, simultaneous projects, and tight deadlines Ability to multitask.
• Ability to exercise discretion and independent judgment and be able to work autonomously to meet deadlines.
• Strong attention to detail and accuracy in preparing and distributing materials
• Ability to handle confidential information with discretion.
• Excellent writing skills suited to an academic environment, with the ability to originate text for public and internal announcements and the Public Lectures Committee website
• Excellent communication and presentation skills.
• Demonstrated interpersonal skills to interact, maintain, and to work effectively with faculty, executive officers, students, staff, and the external community.
• Proficiency in typing; proficiency in Microsoft Office applications, PeopleSoft, SharePoint and willingness to learn a variety of custom programs.
• Ability to work with flexible working hours, including very occasional weekend days and evenings.
• 3-5 years of work experience
• Bachelor’s degree

Preferred

• Experience with document intensive roles such as paralegal or court clerk
• Experience with and desire to continually improve processes associated with job function
• Familiarity with Princeton University departments and resources
• Public relations experience 
• Experience with large cultural institutions or art institutions
• Experience in event planning and logistics
• Experience with vendor management
• Drupal, InDesign or other current graphic design software

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.