Graduate Admission Documentation Coordinator

2 weeks ago
Dean of the Graduate School
Administrative Support
Full-Time / Part-Time


The Graduate School seeks a documentation coordinator for graduate admission.  The successful candidate should have excellent written and verbal communication skills, experience in producing high-quality documentation, possess the ability to work quickly and efficiently in a complex technical environment, and be able to juggle multiple priorities and deadlines in a timely manner. This position is a 2 year term.


Graduate admission receives roughly 10,000 applications each year.  This position will be responsible for building communication plans to prospective applicants, campus partners, and newly admitted applicants.  The documentation coordinator is also responsible for developing hard copy training manuals and on-line references materials for CollegeNET users and faculty reviewers and documenting procedures for admission processes in an accurate, detailed and timely fashion to accommodate deadlines and a tight admission meeting schedule.


The Graduate School offers a challenging and supportive work environment.  Engaged and dedicated staff members within the office collaborate to improve the educational experience off all graduate students at Princeton.  The work itself is extraordinarily rewarding: it is multi-faceted, always evolving, and meaningful.


  • Create and maintain communication plan for applicants through the various stages of admission process.  Evaluate and maintain admission section of website. Review policies, admission procedures and application instructions for format consistency.  Conduct testing on various admission systems and ensure procedures and manuals are in sync. Edit existing documents and keep records of any changes made.  Recognize opportunities for documentation improvements and participate in the development and implementation of the improvement solutions.  Facilitate and circulate annual updates to the GPA and DGS handbooks for approval.
  • Oversee Prospect, the Customer Relationship Management (CRM) system that tracks prospective applicants, creating customized communication plans for each of the 42 admitting departments and graduate school.   Manage interactions among department faculty, graduate school and prospective applicants within the Prospect system.  Develop and maintain collaborative relationships to facilitate successful implementation of communication goals.  Use data-driven methods and analytic tools to develop, measure, and assess the effectiveness of the communication efforts.
  • Proofread admission correspondence which provides detailed financial and admission information to admitted students ensuring the language is consistent with all communications being sent out. Assist in confirming applicant data is coded correctly and transferred appropriately to multiple reports which, requires strong attention to detail and the ability to keep to tight time-frame as required by the admission meeting schedule.  File documents, run reports and input application information and all other work necessary to maintain the effective operations of the office.
  • Exhibit excellent customer service interactions with constituents including students, prospective applicants and university faculty and staff.  Greet the public and prospective applicants. Explain the admission process and provide details about various academic departments.  Answer the telephone and respond to inquiries from Princeton staff, prospective applicants, and applicants.  Respond to large volume of emails in a friendly and respectful way. 
  • Support the Dean and Administrative Manager as needed, including serving as backup for other support positions, sharing in the staff of the Graduate School reception desk, and assisting with Graduate School events.  Other duties may be assigned as needs evolve.





  • Bachelor’s degree
  • A minimum of 4-6 years of relevant work experience
  • Proficiency in Microsoft Office, such as Word, Excel, and Outlook
  • Excellent writing/editing and verbal communication skills, with experience developing and implementing communication strategies.
  • Advanced knowledge in working with Customer Relations Management (CRM) system.
  • 3-5 years’ experience in developing procedural documentation such as training manuals and on-line help.
  • Experience in developing, evaluating, and edit content, structure, and format of a range of written materials.
  • Experience working on multiple projects simultaneously. 
  • Highly organized, process-oriented, excellent listening skills and be able to handle multiple requests while detailing document activity.

The selected canidate will demonstrate the ability to communicate positively and effectively with individuals at all levels within and outside the university community and will demonstrate the ability to organize time efficiently and prioritize workload. The candidate will be adept at problem solving, demonstrate excellent attention to detail and possess sound judgment and discretion when handling confidential information. Must have the ability to learn other software packages and should be adaptable to ongoing changes in technology and procedures.




  • Experience gathering data to provide recommendation for process improvements.
  • Knowledge of PeopleSoft.
  • Project management experience or certification.


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

Salary Grade

ADM, 020

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Comments Related to End Date

This position is a 2 year term.

Physical Capacity Exam Required



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