• Undergraduate Administrator

    Requisition # 2018-9725
    Date Posted 1 month ago(12/17/2018 3:27 PM)
    Molecular Biology
    Academic Administration
    Full-Time / Part-Time
  • Overview

    The Department of Molecular Biology seeks an experienced professional to administer the undergraduate student program.  The Undergraduate Administrator acts as the interface between the Department and the main constituencies with whom it interacts: undergraduates, department faculty, the Office of the Registrar, the Office of the Dean of the College, Residential Colleges and other university administrative units.  This individual reports to the Graduate Program Manager and consults closely with the Department Chair and Director of Undergraduate Studies to proactively identify and complete administrative tasks, raise issues requiring departmental intervention, and gather the information needed to efficiently make required policy decisions.


    A cover letter is required with application submission.


    The day-to-day activities of the Undergraduate Administrator include the following:

    • Manage all administrative and logistical aspects of undergraduate student academic matters
    • Stay current about Department and University rules, regulations, policies, procedures; coordinate process to update Department policies as needed
    • Deliver superior customer service in responding to student and prospective student inquiries, escort prospective undergraduates and their families on departmental tours
    • Schedule all departmental undergraduate courses using Course Information Systems; advise students on course offerings; monitor enrollments; manage course change requests
    • Proof/submit CAFSIS forms for Fall and Spring
    • Update and monitor student program and course information on the department’s website; Undergraduate Announcement, and other locations where information on the Mol Bio major is posted
    • Anticipate curricular or scheduling issues and recommend changes accordingly
    • Analyze and update degree progress report to ensure that students are meeting departmental requirements
    • Coordinate with residential college deans and directors of studies in assisting students with logistics of a leave of absence, tutoring arrangements and other support services
    • Schedule and participate in both student and faculty committee meetings; facilitate committee requests
    • Coordinate senior thesis adviser selection process, assist with thesis adviser assignments; disseminate information on thesis procedures and deadlines; coordinate thesis writing workshops
    • Administer the collection of theses, scheduling of oral exams, calculation of graduation honors, prizes and awards
    • Coordinate the portion of the Summer Undergraduate Research Program that involves MOL majors: housing, stipends, poster session and scheduling with the SURP faculty directors
    • Event planning for all UG events
    • Provide administrative support to Junior Tutorial program
    • Plan and disseminate communications regarding summer and career opportunities including a biweekly e-newsletter
    • Maintain alumni contact and post-graduation information
    • Departmental room scheduling
    • Reciprocal back-up with Graduate Program Manager in case of absence

    While the detailed responsibilities of this position are numerous and important, the overarching task is to ensure the smooth functioning of the administration of undergraduate affairs for the department. 


    Knowledge, Skills, and Abilities Required

    • Effective organizational and project coordination skills
    • Strong oral/written communication skills
    • Excellent interpersonal skills; including the ability to identify mutual interests, work collaboratively and create consensus among stakeholders
    • Demonstrated ability to gather, analyze, interpret and present data (quantitative and qualitative) for varying constituencies and purposes
    • Ability to utilize current technology to create and enhance the Undergraduate Program’s presence on the web and social media sites
    • Ability to exercise judgment, maintain confidentiality and handle sensitive information in a discrete manner
    • Must be proficient in word processing, the use of excel spreadsheets for analysis, internet and email
    • Bachelor’s degree
    • 4 - 6 years work experience

    Qualifications Preferred

    • 3 years of relevant experience in higher education is preferred 

    The final candidate will be required to successfully complete a background check.

    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)


    Physical Capacity Exam Required


    Valid Driver’s License Required



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