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International Internship Program CoordinatorUS-NJ-PrincetonJob ID: 2024-19868Type: Full-Time# of Openings: 1Category: Academic AdministrationOverview

This role reports to the Director of the Princeton International Internship Program (IIP) and supports all IIP activities within Princeton's Office of International Programs (OIP), part of the Office of the Dean of the College. The Program Coordinator works as part of a team of 4 (Director, two Program Assistant Directors and Program Coordinator). The IIP Program advises first, second and third-year undergraduate students through the selection and placement program across 300 international internships across more than 50 countries. The program coordinator position entails drafting and workflow management of contracts and agreements for third-party providers; coordinating documents and data throughout the selection process in the Global Program System (GPS), managing events and supporting the IIP team on the day-to-day activities. This includes, communication with students through the general mailbox, and a significant number of payments through Prime Financials and student awards through the Student Activities Funding Engine (SAFE). The Program Coordinator interacts regularly with Princeton administrators, representatives, and external program providers as well as undergraduates and program alumni. The position requires working with highly sensitive materials in a deadline-driven, fast-paced environment.

Assist and support IIP Director and team in all aspects of the selection and placement process, including updating materials in GPS, responding to routine student and partner inquiries, database management and the preparation of pre-departure materials. Manage and track student requirement compliance ensuring all students complete necessary forms, surveys, and meetings throughout the program cycle including check-in attendance with advisers and submission of mid-program snapshots, final evaluations, virtual posters, and donor letters where applicable. (45%)

Works closely with the Director to prepare annual drafts of third-party provider agreements to ensure compliance with the University policy and program stipulations. Manage the agreement negotiation workflow and maintenance of database containing timeline, payment and other program logistics. (15%)

Process all necessary payment including invoices, awards, and reimbursements, as well as entering all student awards using the Student Activities Funding Engine. Track and coordinate IIP payments and awards. Liaise with Finance and Treasury to troubleshoot payments for student awards and third-party provider payments. (20%)

Process all necessary payment including invoices, awards, and reimbursements, as well as entering all student awards using the Student Activities Funding Engine. Track and coordinate IIP payments and awards. Liaise with Finance and Treasury to troubleshoot payments for student awards and third-party provider payments. (10%)

Arrange for catering and other supplies, as needed, reserves rooms, help to publicize events, provide technological assistance and on-site logistical set up for all IIP events. Attend IIP events and assist with moderating information sessions, pre-departure orientations, collecting and distributing necessary materials to students and other logistical support. (10%)

Essential:

• * Bachelor’s degree or equivalent relevant experience
• * 2- 3 years of experience in a fast-paced administrative role dealing with sensitive information, preferably in higher education
• * Proven record of excellent administrative organizational skills
• * Outstanding accuracy of work and impeccable attention to detail
• * Ability to multi-task and adapt to different yet over-lapping timelines, especially during peak times of the year; strong time and project management skills
• * Excellent technological skills: Proficiency with standard office software (word processing, advanced Excel: spreadsheet data management, pivot tables/Tableau, presentation software, desktop publishing software)
• * Excellent customer service and communications skills, both oral and written
• * Ability to communicate effectively in interpersonal and formal large-group settings
• * Understanding and appreciation of diverse cultures and support for historically marginalized groups, both domestically and abroad
• * Ability to exercise good judgment and discretion in dealing with sensitive matters including excellent interpersonal skills and high degree of professionalism and initiative in interacting with diverse groups and offices
• * Ability to work some evenings and weekends as needed

Preferred:

• * Knowledge of one or more languages other than English; experience living, studying or working abroad
• * Proficiency with social media and familiarity with Canva and/or enjoys designing marketing and program promotional materials and prior editorial experience preferred
• * Prior experience with office systems including Peoplesoft and Terra Dotta; willingness to learn other data management systems

Princeton University is an Equal Opportunity/Affirmative Action Employer - https://rrr.princeton.edu/eop 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 - https://www.eeoc.gov/sites/default/files/2022-10/EEOCKnowYourRightsscreenreader10_20.pdf