Administrative Coordinator

Events And Outreach Coordinator

The Events and Outreach Coordinator is an integral team member who provides high level administrative support to the Chair and Department Manager, ensuring the smooth daily operations of the office. In this crucial role, the incumbent will play a pivotal part in facilitating and enhancing office efficiency and supporting the broader team's work. Their responsibilities encompass maintaining a strong sense of integrity and financial stewardship, offering departmental support, acting as the seminar coordinator and faculty recruiting coordinator, an administrator for NSF REU programs that come into the department, and the coordinator for the Princeton Catalysis Initiative.

The Events and Outreach Coordinator will independently coordinate all research seminars; oversee billing and membership activities for the department's corporate affiliates program; maintain departmental directories and distribution lists; create content for the department's website; provide administrative and grants support for an NSF REU program and the Princeton Catalysis Initiative, be the primary point of contact for administrative planning and financial coordination of faculty recruiting efforts within the department.

Some night and weekend work required to support events.

Faculty Recruiting and Reappointments:
Plans on-site visits for junior and senior candidates, managing a roster of ten to twenty individuals from December to May. Processes reimbursements for candidates following the visits. Assists the Chair's assistant with planning for senior faculty and second junior faculty visits. Maintains meticulous financial records for end-of-year reconciliations.

Seminar Planning:
Independently coordinates all logistics and provides on-site management for departmental seminars (3-5 per week). Arranges travel and lodging for speakers, books conference rooms and auditorium, prepares and distributes seminar announcement email messages. Coordinates speaker schedule with multiple faculty meetings and meal arrangements with students, postdocs, and faculty. Sets up presentation technology/AV equipment. Updates departmental web page with seminar announcements on a weekly basis, using Word Press.

Processes speakers' business travel reimbursements. Plans 5-10 yearly larger symposiums for guests including seminar, reception, and faculty dinner.

Princeton Catalysis Initiative Support:
Assists the Director with compiling application materials for annual grant cycle. Oversees website development, including content and details of affiliated people e.g., adding people, updating titles or contact information, etc. Adds news stories or PCI-supported publication announcements. Publishes calls for proposals and annual symposium materials, including pre-symposium announcements - listing speakers, and post-symposium stories documenting the symposium. Handles all logistical planning for the annual PCI Symposium.

Responsible for guest travel and lodging arrangements, meals, AV set-up, developing printed materials, and processing for a multi-day symposium with external attendees. Trains student hosts for the event and provides day-of on-site event management. Upon the completion of the symposium, receives, compiles, organizes, and disseminates all proposals to the faculty review committee.

NSF REU Administrative Support:
Supports faculty with pre and post award responsibilities for NSF Research Experience for Undergraduates Program. Administers the application website and maintains student records. Handles financial onboarding and payments for participants, as well as all payments for expenses related to the program. Compiles data related to students' educational and career outcomes, and…