Program Coordinator - Temporary

Overview

We are seeking a highly organized and motivated individual to serve as a Program Coordinator, coordinating logistics for the Office of Undergraduate Research programs, including campus-wide research symposia, summer research internships, and academic conference awards. The ideal candidate will be detail-oriented, resourceful, and passionate about delivering impactful research experiences to Princeton students.

This is a temporary position with an employment period of October through June.

Responsibilities

Princeton Research Day - Undergraduate Edition

Event Planning and Coordination

• Coordinate the event planning team  (e.g. scheduling meetings, recording minutes, managing event timeline, and ensuring tasks are completed on schedule).
• Liaise with team members, award sponsors, presenters, and attendees and share updates, registration links, and planning information.
• Support presenter application, recruitment (e.g. tabling events in residential colleges and Frist), and communications; prepare presenter report.
• Manage presenter application and submission processes, including aligning submission deadlines with poster printing timelines.
• Support presenter workshop logistics by assisting with room reservations, AV coordination, and creation of registration links in MyPU.
• Support award sponsors and awarding process, prepare and distribute awards certificates. 

Event Communication & Marketing

• Gather content of the event including text, images, links and share with the media team; ensure consistency in branding, formatting, and tone across all web pages.
• Collaborate with event partners to gather timely updates, announcements, and event information and share with the media team.
• Coordinate alumni newsletter promotion and share event updates with relevant stakeholder groups.
• Support marketing efforts including the printing and distribution of event banners, table tents, homepage stories, and social media.  

Event Logistics

• Assemble event cost estimates.
• Collaborate with Princeton University’s Venue Services to design space organization (i.e., blueprint for location of registration tables, posters, food, event signage) and determine presenter capacity.
• Take on primary responsibility for direct communications with presenters who require specific setup for their poster presentations (e.g., table, exhibit, etc.).
• Coordinate poster printing and delivery with Princeton University's Print & Mail:
  • Confirm annual printing costs, turnaround times, and feasibility of timelines with Print & Mail.
  • Assemble and verify poster files (formatting, organization by session and poster number) and submit for printing.
  • Confirm completeness upon receipt, and organize posters for efficient installation and breakdown in coordination with venue leads.
• Coordinate refreshments, decor, and photo priorities (i.e. book photographer).
• Assemble and print the event program (with floor plan and presenter information) and day-of signage, coordinate with design team, and manage printing and delivery with Print & Mail
• Prepare presenter materials and coordinate with student workers to assemble event materials, including name badges and swag.
• Recruit, train, and supervise day-of volunteers and student workers for event setup.
• Coordinate installation and removal of day-of event signage (e.g., retractable banners, posters, electronic and physical billboards).
• Oversee registration check-in and support for presenters, attendees, and judges. 

Summer program coordination:

Office of Undergraduate Research Summer Internships (OURSIP & OURFIP)

• Verify applications for completeness and prepare for review in the Global Programs System (GPS).
• Enter applicant information from GPS into the Google OUR internship spreadsheet, and collect additional information via email (e.g. financial aid status).
• Track the review, selection, acceptance, and awarding process and coordinate with team members involved in the process.
• Send award letters and respond to student, staff, and faculty inquiries.
• Make funder-initiated awards in Princeton University’s Student Activity Funding Engine (SAFE). 

Summer Research Colloquium (SRC):

• Create the SRC participant list and record participant information.
• Assist with the scheduling, room reservation, catering, and swag orders for the SRC weekly events and end of summer conference.
• Prepare and gather SRC-related materials (e.g. handouts, folders, nametags, event signage, sign-in sheets, markers), as needed.
• Assist with SRC events set up and break down. 

General Office Support: 

• Support Princeton Preview tabling events, and other OUR events as needed.
• Assist with updating OUR program websites and social media platforms.
• Responsible for keeping track of office inventory.
• Assemble materials for the Undergraduate Fund for Academic Conferences annual report.

Qualifications

• Bachelor’s degree or equivalent experience
• 2+ years of experience working in higher education, project management, and event planning
• Strong project management and organization skills
• Excellent interpersonal and communication abilities
• Advanced user of Google Suite applications, including Forms, Sheets, and Docs, as well as Outlook Mail and Calendar, Canva
• Ability to work independently and collaboratively in a fast-paced environment.
• Quick to learn new software programs supporting student applications

Be advised that you will be contacted only if there is further interest in your application. Your candidate dashboard may not display status updates for this requisition.

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

Standard Weekly Hours

0.00

Work Schedule, If Other Than Standard Hours

18 hours/week

Eligible for Overtime

Yes

Benefits Eligible

No

Probationary Period

N/A

Essential Services Personnel (see policy for detail)

No

Estimated Appointment End Date

6/11/2027

Comments Related to End Date

The term date could go to June 30 depending on subsequent workload.

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

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Salary Range

$25.00 Minimum Hourly Rate