Program Coordinator - Temporary

Overview

We are seeking a highly organized and motivated individual to serve as a Program Coordinator, coordinating logistics for the Office of Undergraduate Research programs, including campus-wide research symposia, summer research internships, and academic conference awards. The ideal candidate will be detail-oriented, resourceful, and passionate about delivering impactful research experiences to Princeton students.

This is a temporary position with an employment period of October through June.

Princeton Research Day - Undergraduate Edition

Event Planning and Coordination

• Coordinate the event planning team (e.g. scheduling meetings, recording minutes, managing event timeline, and ensuring tasks are completed on schedule).
• Liaise with team members, award sponsors, presenters, and attendees and share updates, registration links, and planning information.
• Support presenter application, recruitment (e.g. tabling events in residential colleges and Frist), and communications; prepare presenter report.
• Manage presenter application and submission processes, including aligning submission deadlines with poster printing timelines.
• Support presenter workshop logistics by assisting with room reservations, AV coordination, and creation of registration links in MyPU.
• Support award sponsors and awarding process, prepare and distribute awards certificates.

Event Communication & Marketing

• Gather content of the event including text, images, links and share with the media team; ensure consistency in branding, formatting, and tone across all web pages.
• Collaborate with event partners to gather timely updates, announcements, and event information and share with the media team.
• Coordinate alumni newsletter promotion and share event updates with relevant stakeholder groups.
• Support marketing efforts including the printing and distribution of event banners, table tents, homepage stories, and social media.

Event Logistics

• Assemble event cost estimates.
• Collaborate with Princeton University’s Venue Services to design space organization (i.e., blueprint for location of registration tables, posters, food, event signage) and determine presenter capacity.
• Take on primary responsibility for direct communications with presenters who require specific setup for their poster presentations (e.g., table, exhibit, etc.).
• Coordinate poster printing and delivery with Princeton University's Print & Mail:
  • Confirm annual printing costs, turnaround times, and feasibility of timelines with Print & Mail.
  • Assemble and verify poster files (formatting, organization by session and poster number) and submit for printing.
  • Confirm completeness upon receipt, and organize posters for efficient installation and breakdown in coordination with venue leads.
• Coordinate refreshments, decor, and photo priorities (i.e. book photographer).
• Assemble and print the event program (with floor plan and presenter information) and day‑of signage, coordinate with design team, and manage printing and delivery with Print & Mail
• Prepare presenter materials and coordinate with student workers to assemble event materials, including name badges and swag.
• Recruit, train, and supervise day‑of volunteers and student workers for event setup.
• Coordinate installation and removal of day‑of event signage (e.g., retractable banners, posters, electronic and physical billboards).
• Oversee registration check‑in and support for presenters, attendees, and judges.

Summer program coordination:

Office of Undergraduate Research Summer Internships (OURSIP & OURFIP)

• Verify applications for completeness and prepare for review in the Global Programs System (GPS).
• Enter applicant information from GPS into the Google OUR internship spreadsheet, and collect additional information via email (e.g.…