Administrative and Events Coordinator

The Princeton Humanities Initiative is a hub for inquiry and research incubation that expands the impact of humanities scholarship on campus, in higher education, and in society. Focusing on the theme “Media & Meaning,” the Initiative also supports a range of scholarly collaborations that explore the substantial role of media in creating meaning and in shaping our understanding of ourselves and our world. As a multi-year bridge to a new Humanities Institute at Princeton, the Initiative brings together faculty, students, staff, and community partners from a range of fields of expertise to think critically and imaginatively about the human experience and to pursue promising new directions for humanities research, teaching, and civic engagement.

The Administrative and Events Coordinator will join the team to provide event planning and administrative support for the Initiative, working with the director and executive director to create and implement high-impact events – from the meetings of internal working groups and committees to larger-scale events featuring external guests and partners. The coordinator also oversees the administration of the Initiative’s office functions and space and supports the Initiative team in tracking the progress of key projects.

The Humanities Initiative is a small but growing team that prizes teamwork, collaboration, problem-solving, and a flexible, strategic mindset. Partnerships are critical to the Initiative’s success, and the coordinator will be a key ally to both internal and external partners, sometimes providing administrative and clerical support for activities of select partnering organizations. The role requires strong interpersonal and communication skills, a flexible, can-do approach to evolving circumstances, and the ability to complete complex assignments with an eye for detail, and the capacity to prioritize multiple simultaneous projects and tasks. This role will occasionally require a flexible schedule during peak periods of activity, sometimes also requiring evening hours for Initiative events.

This is a two-year term position, with the possibility of renewal. For full consideration, candidates should submit their application by 10/17/25. Position will remain open until filled. 

Event and Meeting Management

• Serve as primary point of contact for all department events
• Collaborate with the executive director to administer the annual budget for the initiative convenings and events
• Oversee all logistics for initiative events, including but not limited to selecting venues, arranging catering, choosing vendors, handling event décor/design, managing event registration, reserving spaces, arranging off-campus hotel and transportation, and technology and furniture setup/tear-down
• Support partnering university programs and units in meeting and event logistics, including catering orders and limited clerical activities
• Liaise with various University Services units to reserve, deliver, and set up event items
• Facilitate the scheduling of working group meetings with internal and external partners via correspondence as well as applications like Outlook, Calendly, Doodle, etc.
• Collaborate with working group members, partnering departments and units, and other initiative project participants to develop program schedules for ongoing and upcoming events
• Process all orders and PO’s using Concur, Prime Marketplace, and PeopleSoft

Office Administration

• Perform the front-desk function for the initiative by answering general questions from faculty/students, and routing emails, calls, and drop-in inquiries to department staff
• Oversee mail and follow up with Mail Services when delivery problems occur
• Proactively manage the initiative meetings with internal and external partners, appointment requests, and overall schedule
• Generate virtual meeting links using scheduling privileges in Zoom on behalf of the director and executive director
• Draft and send invitations and other correspondence
• Meet weekly with the director and executive director to prepare for upcoming meetings, events, and ongoing long-term projects including apprising the director and executive director of task deadlines, printing necessary documents and notes, and providing verbal reminders about physical meeting locations and any changes
• Process all orders and POs using Concur, Prime Marketplace, and PeopleSoft
• Reconcile expenses for department publicity and related activities

Facilities Management

• Manage department spaces with a high degree of care, including ordering/restocking office supplies
• Submit and follow up on work orders for maintenance needs like lighting, heating/cooling/humidity, cleaning, etc. in offices, conference room, and kitchen
• Approve/deny requests in EMS from various University partners to use space
• Serve as a Building Access Coordinator to submit requests to Site Protection for faculty, staff, or students needing access to the office suite or conference room during off-hours
• Assist Venue Services with reporting any maintenance or cell service repair needs for the restrooms, hallways, and stairwells

Project Assistance

• Work with faculty director and executive director to populate and monitor proposal review process timeline
• Track submissions of requests and proposals for support and status of review
• In consultation with the director and executive director, draft project timelines in Visio and project management software such as Asana, Wrike, or similar tools.

Essential Qualifications

• Bachelor’s degree or equivalent education and experience 
• 3 years of administrative experience in a higher education or other nonprofit setting (counting relevant work, full-time or part-time, in the course of earning a degree)
• Experience with Doodle, Calendly, or other meeting poll tools
• Demonstrated facility with Microsoft Office and G Suite for word processing, spreadsheets, slide decks
• Willingness to learn about project management methods and software programs
• Expertise with Zoom for scheduling and configuring virtual meetings
• Ability to switch between Mac and Windows operating systems with ease
• Excellent written and verbal communication and interpersonal skills, and an attentiveness to the needs of partners within and beyond the university
• Attention to detail and responsiveness to deadlines
• Creative, problem-solving mindset and a demonstrated ability to work with minimal supervision and take initiative, with capability to interpret manuals and directions, learn new platforms, find resources, and ask questions
• Willingness and flexibility to take on emerging project needs
• Interest in issues and challenges facing the humanities within and beyond the academy
• Ability to work flexible schedule during peak periods of activity, occasionally requiring evening hours for initiative events.

Preferred Qualifications 

• Education and/or strong interest in the humanities field.
• Experience with University systems including EMS, Prime, Concur and SharePoint

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.