Edtech.com's Summary

Princeton University is hiring an Academic Program Administrator. The role manages the academic programs, courses, and student operations of the Seeger Center for Hellenic Studies, including its undergraduate and graduate certificate programs and the year-round programs at the Princeton Athens Center in Greece. The administrator reports to the Center Manager and also handles budgets, payments, and logistics for student trips.

Highlights

Oversee the undergraduate and graduate certificate and minor programs, from semester preparation and course lists to student master lists and program pages on university websites.
Support 15 to 20 programs each year at the Princeton Athens Center and other sites in Greece and Cyprus, reviewing student funding requests and managing applications for Princeton and non-Princeton students.
Organize course trips to Greece and Cyprus, including registration, emergency travel support, transportation, lodging, group meals, speaker honoraria, and post-trip requirements.
Manage budget reporting, expense reconciliation, and invoice processing, including payments to international students, faculty, and suppliers through an overseas bank.
Schedule and coordinate colloquia, student presentations, and reading groups with faculty, staff, and caterers.
Prepare documents for Trustees and Executive Committee meetings and maintain web pages on courses, awards, people, and opportunities.
Bachelor's degree or equivalent education and experience, plus three or more years of professional experience, including work with international students or scholars and advanced knowledge of payments, invoicing, and budgeting.
Ability to work occasional evenings for events, with preferred experience in university systems such as Concur, PeopleSoft, SAFE, and Stellic and in university-level programming.
Salary range of $70,000 to $80,000.

Academic Program Administrator Full Description

Overview :

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.

Responsibilities :

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 :

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.

Standard Weekly Hours :

36.25

Eligible for Overtime :

Benefits Eligible :

Yes

Probationary Period :

Per union contract

Essential Services Personnel (see policy for detail) :

Physical Capacity Exam Required :

Valid Driver’s License Required :

Experience Level :

Associate

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Salary Range :

$70,000 to $80,000

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