Princeton University Looking for Coordinator for Access, Diversity, and Inclusion Full Time

Coordinator for Access, Diversity, and Inclusion

US-NJ-Princeton

Job ID: 2023-17730
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Coordinator for Access, Diversity, and Inclusion within the Office of the Dean of the Graduate School is a critical member of a dynamic diversity and inclusion team focused on recruiting, retaining, and supporting a diverse graduate student population at Princeton. The Coordinator for Access, Diversity, and Inclusion will help manage daily workflow and provide high-level administrative support, with particular responsibility for supporting the Associate Dean for Access, Diversity and Inclusion team. Key duties include handling and responding to inquiries; scheduling meetings and maintaining a complex electronic calendar; monitoring and tracking budgets and expenditures; drafting, distributing, and following up on correspondence and data analysis. The work is challenging, gratifying, constantly evolving, and meaningful. To learn more about the Access, Diversity and Inclusion Team’s signature programs and initiatives, please visit https://graddiversity.princeton.edu/

Responsibilities

Administrative Support

• Support the Associate Dean (primary) and Assistant Deans (secondary) in managing calendars, special and ongoing projects including data collection, reporting, and independent research; tracking student progress; maintaining files, databases, and websites; and assisting with preparation of grants, presentations, and meeting materials
• Manage scheduling needs of team in conjunction with team meetings, student meetings, programs and events, department visits, etc.
• Represent the office and interact with various members of the University community including faculty, staff, students and guests
• Serve as a key point of contact with internal and external stakeholders through email, written correspondence, and telephone
• Manage incoming requests to the office by prioritizing, researching, and responding in an appropriate and timely manner

Programs, Events, and Recruitment

• Assist with maintaining a robust ADI programming calendar which includes Diversity Fellows’ events, Grad Scholars’ events, Affinity Student Organization events, and various recruitment and outreach events
• Support programmatic logistic and communication functions- duties may include reserving rooms, procuring supplies, posting events on website and event-management system, publicizing events via mass mailing, and on-site setup, support, and cleanup. Events include ADI initiatives which support current and prospective graduate students in a wide-range of capacities
• Provide assistance in coordinating off-campus and on-campus recruitment visits and conference attendance.

Duties may include:

Purchasing booths/tables at conferences

Confirming attendees and registering staff and students

Securing accommodations and making travel arrangements for staff and students, as needed

Gathering and mailing supplies as needed.

Processing expenses.

Admissions support:

Track applications in progress- beginning immediately after the application opens in September, run reports in Slate to identify students from underrepresented groups who have begun applications

Assist with engagement and outreach with students working on applications- use a mail merge to send individual emails to students with applications-in-progress.

Prepare reports of applications submitted for each department.

• Assist team to assess efficacy of initiatives and prepare data for reporting purposes; includes tabulating attendance, maintaining a master file of leads, and preparing regular reports.

Communications

• Assist with email communications to various student groups including Grad Scholars and ADI Listservs
• Assist with review of ADI website on a routine basis; consider needs, manage updates, develop new content, verify function of links, review relevant materials, and review general layout
• Ensure that ADI events are consistently added to website calendar and Google calendar bi-weekly
• Assist with developing email marketing campaigns sent on behalf of the ADI team. Campaigns include, but are not limited to: Princeton Prospective Newsletters- one for students and one for Faculty and Program Directors; Kaleidoscope Newsletter
• Assist with design and development of flyers for ADI programs and events

Finances

• Assist with the oversight of multiple accounts in support of diversity and inclusion programs and initiatives
• Assist with processing invoices and managing supplier onboarding and payments in collaboration with the University’s Finance and Treasury Shared Services
• Process and reconcile credit card expenditures and related receipts
• Assist Deans with Concur and other expense reporting as needed
• Assist recruitment student volunteers with post-conference expense reporting
• Provide monthly budgetary and project updates, and assist with expense projections based on upcoming project needs

Other responsibilities:

• Attend Graduate School bi-weekly coordinator meetings
• Purchase supplies, as needed, including working with vendors for specialized items and giveaways
• Provide assistance with Graduate School programs such as Hooding and Orientation, as needed

Qualifications

Essential qualifications:

• Bachelor’s degree required
• Proficient in Microsoft Office
• Excellent calendar management and scheduling skills
• An understanding of the culture and issues related to diversity, equity, and inclusion
• Strong administrative abilities, and excellent interpersonal skills and cultural competencies in order to interact with a wide range of individuals, from undergraduate summer students to senior faculty and administrators, both inside and outside the University
• Strong communication (oral and written) skills
• Ability to work independently on concurrent projects collaboratively, and under pressure of multiple deadlines
• Occasional work on evenings and weekends work is required
• Flexibility and willingness to shift priorities as needed

Preferred

• Experience with budget management systems such as CONCUR
• Experience with project management systems such as Asana
• Experience with admissions and enrollment management systems such as SLATE
• Experience with digital marketing programs such as Constant Contact
• Experience with community engagement platforms
• Familiarity with Adobe Suite products including Photoshop and Express
• Data specialist or confidence with data analytics

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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