Graduate Administrator
Princeton University

Job Info

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Graduate Administrator

US-NJ-Princeton

Job ID: 2021-13791
Type: Full-Time
# of Openings: 1
Category: Academic Administration

Princeton University

Overview

The Graduate Office Administrators in the Computer Science Department manage all aspects of one of the largest and fastest growing graduate student programs at Princeton (over 200 students) including student advising, support and funds stewardship, admissions, management of required academic completions scheduling, student records, and supervision of graduate student events and organizations. This position:

• Executes extensive event planning and coverage for programming including oversight of arrangements for Graduate Visit Day with over 100 graduate student visitors meeting with almost 50 faculty members.
• Develops written and online communications and serves as liaison for prospective and current students, the Graduate School and other University administrative offices to resolve issues, answer questions and connect users with needed resources.
• Gathers data and provides sophisticated analysis of recruiting, program statistics and outcomes for strategic planning and reporting.
• Provides back-up for other departmental graduate office responsibilities.

Responsibilities

This position will be responsible for all academic activities related to the graduate student programs (such as Annual Review, General Exams, Pre-FPO [Final Public Oral], FPO, etc) and student stipends for respective research groups assigned. This position will work with the following research group’s PhD students. Research Groups Assigned: Machine Learning, Natural Language Processing, Graphics & Vision, Psychology/Neuro, Computational Biology (Ph.D. students only) = approximately 115 students

• Processing FPO's, general exams, sending out Pre-FPO and FPO announcements, scheduling in the Computer Science graduate calendar, advising students (all year round)
• Reviewing course enrollment, checking for breadth requirements, monitoring enrollment & grades / presenting any academic or research progress issues to Director of Graduate Studies (DGS), liaising with Grad School & DGS for any student issues
• Monitoring external opportunities and enrollment changes for the academic year (AY), collecting & reporting on funding plans & changes in funding, updating Computer Science specific administrative portal with graduate student information
• Grad Student Office Assignments
• Social Events for Current Students and Graduation events (Example: Class Day)
• Post Graduation Tracking
• Calls for internal/external awards; organizing materials and submitting to DGS for review & submission of nominating materials
• Collecting course information, submitting in CUP (Course Update Process), new course proposals
• Orientation Planning (including adviser matching) and Department BBQ, Meet the Faculty, and other early Fall events

Participate in full Admissions Process with DGS of Admissions

• Running stats on past admissions for DGS and answering admissions questions
• Ensuring all faculty have access to Collegenet
• Working with other departments if an Admissions transfer is needed
• Entering admitted students into PeopleSoft system; serving as liaison to Graduate Admissions regarding admitted students
• Tracking admits/denies through PeopleSoft; communicating results to faculty
• Monitoring and reporting Early Arrivals

Visit Day Planning

• Coordinating Visit Day dates with other Computer Science programs
• Communicating with accepted students about Visit Day, setting up and maintaining RSVP
• Coordinating meals, hotel reservations, and other logistics for attendees, current students and faculty
• Reserving conferences spaces, setting up logistics for talks
• Organizing and communicating agenda to admitted students, current student participants, and faculty
• Maintaining & updating web page
• Serving as point person on the day of the event

Qualifications

Essential Qualifications:

• Bachelor's degree or equivalent
• 3+ years of experience
• Candidate must possess initiative and flexibility, be responsive, pay close attention to detail, and handle all graduate student matters with diplomacy and discretion.
• Empathy, patience and excellent interpersonal skills are critical.
• Strong communication skills, both written and verbal, are essential.
• Proficiency in Microsoft Office suite; ability to prioritize projects, manage multiple tasks, and meet deadlines
• Detail oriented

Preferred Qualifications:

• Knowledge of Princeton University systems a plus

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

PI155646300

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