Undergraduate Program Administrator Contract

Undergraduate Program Administrator

US-NJ-Princeton

Job ID: 2024-20167
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

The Undergraduate Program Administrator is an integral part of the department and is responsible for all facets of the program administration, from basic communication to more complex tasks. The administrator acts as a liaison between students and the director of undergraduate studies as well as other academic and administrative offices. The person in this role works closely with the DUS, the department manager and chair to insure that the needs of the program are met and that the students receive the support they need to succeed.

In almost all aspects of the job the administrator is able to make decisions about what needs to be done to resolve issues and use their own judgement as to when the director of undergraduate studies, department manager or chair needs to be involved. The person in this role needs to be well organized and must be able to communicate effectively with a diverse group which includes faculty, students, staff and others who are not a part of the university community.

Responsibilities include, among others, meeting with students to discuss requirements; course preparation and scheduling classes; AI assignments; preparing reports for the department; maintaining a Sharepoint site for the students and insuring our website program information is current; working with the DUS, department manager and chair on advising assignments and collecting and distributing all work related to junior and senior independent work; creating a schedule for the comprehensive exam for seniors; submitting grades; collecting and distributing prize information/nominations to the committee; calculating and reporting honors; and organizing events related to the program.

The administrator also has budgetary oversight of program funds. Although the administrator does not solely determine how funds will be spent, the administrator does disburse funds and is responsible for insuring expenses are in compliance with university and department policy.

Responsibilities

• Works with the chair, director of undergraduate studies and the department manager to determine which faculty will be teaching, what courses will be offered, and precepting assignments. This also involves gathering information from each faculty member regarding what will be posted and editing as needed prior to and after the course has been posted, entering preceptor information in to the system and scheduling when the courses will be taught. Submits requests to the registrar’s office for classrooms for our undergraduate courses and reviews our own room availability for precepts. Also works with the registrar’s office and the Office of the Dean of the College for new courses and any issues that arise. The administrator also distributes relevant information to the faculty throughout the year pertaining to eresrves, textbook orders, canvas, and holidays. This person also reviews the exam report to insure that all information is accurate and reviews and submits our CAFSIS teaching report.
• Reviews students records to make sure all requirements are being met. Meets with students to discuss what requirements are still needed. Works with DUS on summer course and cognate course approvals and updates student degree progress reports when cognates are approved. General day to day communications regarding the program.
• Works closely throughout the year with DUS on independent work. To do so, the administrator works with the chair, DUS, and department manager on which faculty are available for advising and how many advisees each faculty member should have. The administrator also reminds students of upcoming independent work deadlines. When students turn in their work (prospectus, draft, etc), the administrator distributes the materials to each advisor and notifies DUS of students who have not turned in materials and tracks extensions granted for students. When final independent work projects are turned in the administrator distributes a copy to the advisor and the second reader along with relevant information for grading and deadlines for returning information to the department and to the student. The administrator also schedules all department comprehensive examinations and calculates and reports (after meeting with the undergraduate committee) honors to the registrar’s office. The program administrator collects prize materials to distribute to the committee for review and informs the DOC of the winners. Reports independent work grades to registrar’s office. When students upload their thesis in to Thesis Central, the UA must review what was submitted and approve so Mudd can process it.
• Responsible for overseeing the budget for the undergraduate program. Once the budget for the program is determined, works with the DUS to determine how the funds will be spent (how much on independent work research, events, prizes, etc). Enters funding opportunities in to SAFE and reviews for IRB approval, receipts, and other necessary documentation and disbursing the funds to the students; creates concur reports for other expenses related to the program that may have been paid on a charge card and works with the Dean of the College office and our business manager to process prize payments.
• Edits our undergraduate handbook and other documentation that gets posted on our website pertaining to the undergraduate program such as deadlines, samples of independent work, and course offerings. Also works with the DUS to edit the Undergraduate Announcement and prepares reports for the department manager to include in the annual report to the president.
• Organizes program events such as orientation, open houses and class day. Reserves the necessary spaces, notifies faculty, students and others participating of the relevant dates, prepares the handouts needed, works with caterers and processes payments after the event.

Qualifications

Essential:

• Bachelor’s Degree or equivalent.
• 3+ years work experience.
• The ability to exercise good judgement, attention to detail, and the ability to multi-task in a fast paced environment are a must in this position.
• The ability to communicate effectively and professionally is also a key part of this position.
• Familiarity with the Microsoft Office Suite of products (Word, Excel, Powerpoint) is a must.

Preferred:

• Familiarity with university business systems (People Soft, Concur, etc.) is preferred but not required.
• Previous experience in higher education is also preferred.

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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