• Undergraduate/Graduate Program Administrator

    Requisition # 2017-8194
    Date Posted 2 weeks ago(6/1/2018 11:01 AM)
    Ecology & Evolutionary Biology
    Student Affairs and Services
    Full-Time / Part-Time
  • Overview

    The Department of Ecology and Evolutionary Biology (EEB) seeks an experienced professional to administer its graduate and undergraduate programs. The Undergraduate / Graduate Administrator manages administrative and logistical aspects of the Department’s graduate and undergraduate program. The successful candidate will also advise and coordinate communication about this program with EEB's Dept. Chair, Director of Graduate Studies (DGS), Undergraduate Department Representative(s), department faculty members, and with respective University administrators and officials.


    The responsibilities of the Undergraduate / Graduate Program Administrator will include, but not be limited to, the following activities:


     Overview of Programs:

    • Ensure a smooth, streamlined and efficient functioning of the administration of student affairs in EEB;
    • Manage administrative and logistical aspects of graduate and undergraduate student academic programs;
    • Serve as support and counsel for the Chair, DGS, Dept. Reps and department manager;  recommend policy changes; evaluate policy and procedure recommendations proposed.  Implement and adhere to university and department academic policies;
    • Manage financial and budgetary aspects of  programs; update and monitor student programs on the department's website; maintain complete and accessible records; respond to general student and prospective student inquiries; generate and maintain solid relationships with the students.
    • Maintain alumni contact and post-graduation information; support communications effort in promoting exciting news about current and former students.


    Undergraduate Program:

    • Work with, recommend and seek guidance from Department Reps in respect of policies, procedures and requirements; identify AI needs and assign;
    • Update Undergraduate Announcement, working collaboratively with Faculty, Department Chair, Registrar and Dean of the College to facilitate course administration including new course proposals; evaluate current course listing, new, active and closed courses;
    • Support International Field Semesters; coordinate lecturers' schedules to ensure accuracy of all matters concerning the Panama and Kenya Field Semesters; support efforts to ensure safety, security, travel compliance and research compliance for courses held abroad;
    • Schedule departmental undergraduate and graduate-level courses;  support faculty and lecturers to ensure successful course outcomes.
    • Support undergraduate majors: Advise students on departmental requirements, course selection, and research proposal; oversee processes for junior independent work, papers, senior thesis research, honors and senior comprehensive exam;  ensure majors’ academic progress and graduation requirements;
    • Coordinate all matters concerning open house, reunions, class day and commencement events; promote study abroad programs.

    Graduate Program:

    • Plan, coordinate, and execute administrative aspects of the Graduate Program and serve as the primary contact; serve as a resource for the Director of Graduate Studies (DGS), the Chair, and the department manager, as well as department faculty, students and staff.  Manage financial support and monitor student awards and fellowships;
    • Advise faculty on policies, procedures and directives stemming from Graduate School; recommend implementation of new policies and inform on impact to current program.
    • Manage the annual graduate admission and re-enrollment processes; work with Faculty Graduate Program Committee to support review of applications.
    • Support graduate students; monitor progress towards defense, ensuring requirements and milestones are met; identify graduate research funds; promote funding opportunities; guide students in graduate program functions.
    • Oversee graduate student research and travel plans, with attention to travel and research compliance, ensure safety, security, travel and research compliance; work with research support administrator to address specific regulatory requirements and policies. 




    • Bachelor's degree and at least 4-6 years of prior administrative experience in an academic environment, preferably in a student support capacity.
    • Confidentiality, discretion and tact of the highest order are a primary requirement. 
    • Excellent, demonstrated, written and oral communication skills are essential, as are strong organizational and multi-tasking skills, in addition to being able to work independently. 
    • High level of accuracy and attention to detail. 
    • Strong computer skills, particularly with Microsoft Office applications. 
    • Creativity and motivation to strive for excellence, taking initiative to create enthusiasm for the program. 
    • Familiarity with university administrative functions and experience adhering to FERPA regulations is desired. 


    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, 030

    Standard Weekly Hours


    Eligible for Overtime


    Benefits Eligible


    Essential Services Personnel (see policy for detail)


    Physical Capacity Exam Required


    Valid Driver’s License Required



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