Academic Program Administrator

The Seeger Center for Hellenic Studies seeks a versatile Administrator to manage our academic programs, courses, and student operations, as well as international logistics. Responsibilities include, but are not limited to, overseeing all aspects of our undergraduate and graduate student certificate and minor programs. The administrator will also coordinate a wide range of year-round academic programs and activities hosted at the Princeton Athens Center (PAthC) in Greece. The administrator reports directly to the Center Manager and indirectly to the Center and Program Directors, and the Executive Director. This position also requires tracking detailed donor fund crediting, regular budget reporting, expense reconciliations, and reimbursements for students and faculty, as well as processing invoices and executing secure payments to international suppliers through our overseas bank.

Undergraduate Major and Graduate Certificate Programs

Manage academic and non-academic activities for graduate and undergraduate students, including semester preparations, course-list assembly and publicity, and overseeing all student master lists for historical and reporting purposes, as well as overseeing undergraduate announcement and graduate certificate field-of-study information on the corresponding University web pages.

The administrator also manages events, including scheduling, coordinating among faculty members, staff, and caterers, for colloquia, student presentations, reading groups, and more. The administrator handles correspondence from the Director to students, faculty, and both executive committees.

The administrator organizes and manages course trips to Greece and/or Cyprus, including trip registration; emergency and support services for international travelers (ISOS); air, ground, and ferry transportation; lodging; group meals; misc. fees, guest speakers and honoraria, invoice processing, post-trip requirements, and student presentations.

Programs in Greece

In collaboration with the Executive Director and faculty members, the administrator supports 15 to 20 programs each year at the Princeton Athens Center and other locations in Greece and Cyprus. This includes analyzing student proposals and funding requests; managing application processes for both Princeton and non-Princeton students; organizing and managing course trips to Greece and/or Cyprus; collecting and organizing summer reports for donors and historical records; and working with the Communications Specialist on articles related to course trips and programs. These programs benefit approximately 150 students each year.

Finance

This role involves payments to Princeton and international students, faculty members, and guests, and international suppliers via our overseas bank.

Manages day-to-day budgetary reporting, accounting, and expense reconciliation for student-related events such as invoices for catering, refreshment hours, reading groups, course trips, class day, thesis printing, course-related supplies, as well as tracking top-up funding for university graduate students

Working closely with the Office of International Internships for students applying for summer internships in Greece and/or Cyprus, providing appropriate funding and stewardship details while also supporting the semester study abroad program in Greece in cooperation with the College Year in Athens.

Additional Responsibilities

The administrator prepares documents for Trustees and Executive Committee meetings throughout the year. Creates, updates, and maintains multiple web pages, such as information on courses, awards, people, and opportunities. 

Qualifications Required:

• Bachelor's degree or equivalent education and experience
• Minimum of three years of relevant professional experience
• Experience working with international students and/or scholars
• Advanced knowledge of handling payments, invoicing, financial spreadsheets, and budgeting
• Excellent organizational, communication, and interpersonal skills with a commitment to cultivating a culture of respect and collegiality
• Upholds the highest standards of discretion and professional judgment to securely manage confidential information and adapt to fluid situations. Excellent computer skills, including Microsoft Office programs and the ability and willingness to learn new programs in a reasonable time frame
• Ability to work autonomously and collaboratively in a shared office environment
• Able to prioritize work in an occasionally fast-paced environment, taking directions from multiple supervisors
• Flexibility in an environment of innovation and new initiatives
• Attention to detail, especially as it relates to fiscal management. Capable of meeting deadlines and maintaining records and calendars with accuracy
• Ability to work occasional evenings as needed for events and activities that fall outside the regular work schedule
• Experience in planning and executing all aspects of special events
• Knowledge of and commitment to the mission of a higher education research institution

Qualifications Preferred:

• Experience with undergraduate/graduate programming at the university level
• Experience with University systems and software including Concur, PeopleSoft, SAFE, Stellic, Information Warehouse, PRIME, and SharePoint
• Familiarity/comfort with online and/or hybrid event administration (Zoom meetings and webinars)

Princeton University is an Equal Opportunity 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.

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 benefits program to eligible employees. Please see this link for more information.