Graduate Administrator
Graduate Administrator
US-NJ-Princeton
Job ID: 2023-16190
Type: Full-Time
# of Openings: 1
Category: Academic Administration
Princeton University
Overview
The purpose of this position is to administer the Department of Philosophy Graduate Program.
The Graduate Administrator (GA) provides support to the Director of Graduate Studies (DGS), faculty, and graduate students. The position is responsible for graduate admissions and reenrollment (using Slate), job placement (including job candidate dossiers and letters of recommendation), keeping record of all graduate student progress, fellowships, select events, and the prospective student visit days. The GA is a key player in the department’s placement process of our graduate students and is responsible for managing and reporting on all graduate job applications to outside universities. The GA assists the DGS and the Department Manager in collecting information and preparing reports, surveys, and analyses.
The GA must work well autonomously and as a team member. The DGS will rely heavily on this post for daily support as well as technical and administrative guidance.
Advanced knowledge of spreadsheet programs is desirable.
The GA must act with a great deal of autonomy and tact, answering inquiries both verbally and in writing.
Responsibilities
Duties Include but are not limited to:
Admissions and Readmissions -- Responds to queries, prepares reports, and provides applications to students who are eligible for readmission. Assists students with application preparation, course selection, and registration in accordance with departmental degree requirements. Terminates students according to established University guidelines. Prepares reenrollment report of current graduate students for submission to the Graduate School, including compiling academic and financial information from faculty and graduate students.
Graduate Student Placement/Graduate Dossiers -- The Graduate Administrator manages graduate student dossiers for dissemination to hiring institutions. Advises job candidates on the placement process. Guides letters of recommendation through committee review process and uploads them to Interfolio. Tracks job deadlines and advises the Placement Committee on important dates. Organizes mock interviews and practice job talks. Interacts with hiring institutions.
Graduate Student Funding -- Manage Department Cohort Funds. Provide monthly projections, balances, and usage to the DGS. Provide individual breakdowns to the Director of Graduate Studies, after assessing the funding requirements for individual students. In conjunction with the Graduate School and Departmental sources, disseminate and analyze information regarding funding sources and eligibility. The GA prepares and administers all funding for graduate students.
Recruitment -- Provide initial point of contact for prospective graduate students, including conducting interviews, assessing their individual goals and interests, and distributing information to appropriate faculty. Prepare itineraries for visiting graduate students, including interviews with the DGS, graduate students, and faculty, both internal and external to the Philosophy Department e.g., Classics, Comparative Literature, University Center for Human Values, etc. Direct all logistics involved in bringing prospective students to campus, especially transportation, meals, and housing. Complete reimbursements and process payments.
Liaison & Administration -- Act as a resource person to students and faculty. Serve as liaison between the Philosophy Department and the Graduate School, Registrar's Office, Payroll, Housing, other academic departments, institutions, etc. Obtain, arrange, and manage unit reports, general examinations, final public oral examinations. Maintain several graduate student listservs.
Qualifications
Position Requires:
- High school diploma and 5 years related experience
- Ability to work independently with minimal supervision and as part of a team
- Excellent interpersonal and organizational skills, including the ability to set priorities and juggling competing demands and deadlines
- Tact, excellent judgment, and the ability to maintain confidentiality when handling sensitive information and situations
- Comfort with decision-making and problem solving
- Advanced computer skills (Microsoft Office Suite) and the ability and willingness to learn new systems quickly and use technology effectively
- Experience working with faculty in a higher education environment
- Experience with Princeton systems, such as PeopleSoft, Prime, Concur, SAFE, Slate, and Canvas a plus
- Experience with academic event planning (seminars, conferences, workshops)
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. KNOW YOUR RIGHTS
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