Project Coordinator

The School of Public and International Affairs (SPIA) seeks a highly motivated Program Coordinator in our Washington, D.C., office at 1333 New Hampshire Avenue, NW. The Programs Coordinator for Princeton SPIA in D.C. provides a broad range of services to meet the demands of a multi-functional SPIA policy center and event space. The Coordinator will, working closely with the director and program manager, be responsible for day-to-day operations, events and program development and execution, and liaison with University and external partners. The Coordinator will work with members of the building management team, faculty and administrators at Princeton/SPIA, external partners and interlocutors, vendors, contractors, and other service providers to support the wide range of programming occurring at the School's SPIA in DC Center at 1333 New Hampshire Avenue, NW.

With an emphasis on excellent customer service -- and with high visibility, a proactive approach, and an acute focus on the guest experience -- the Programs Coordinator oversees events and operations and coordinates support services for the facility, including event planning and support, scheduling, building access, catering and dining services, media and technical assistance, facility maintenance, custodial services, mail services, deliveries, and parking. Actively manages a master calendar of events and office suite use; ensures that spaces are properly reserved, prepared, staffed, cleaned, etc.; in conjunction with SPIA facilities administrator, ensures that space, equipment, technology, and furnishings are properly maintained and updated.

This is a term position that is benefits eligible. This position is based in Washington, D.C., with limited travel expectations.

The Program Coordinator will work primarily during normal business hours; however, they must be available to support evening events as necessary.

Responsibilities

Responsibilities:

• Provides advanced logistical planning for department needs, event support, and the development of support services. Provide event consultation and logistical assistance, including fielding a wide range of inquiries about space capacity, utilization, etc. Depending on the specific needs of each event, the Coordinator will coordinate the efforts of various internal and external service providers, who deliver a broad range of services, including building access, greeting and registration, catering, parking, security, and technical support. Produce work orders, collaborate with service team members, and will monitor progress on support. Provide comprehensive day-of-event oversight, ensuring the needs of the event stakeholders and presenters are met.
• Conducts short and medium-term research tasks, at the direction of the Director, on a broad range of policy issues, trends, and developments, including: in congress and the executive and judicial branches, at academic, partner, and peer institutions, in support of SPIA in DC's objectives and new or ongoing initiatives.
• Assists director in monitoring and collating developments at SPIA and Princeton more broadly--new research, papers, events, appointments, and initiatives--and identifying opportunities that may be fitting to promote via SPIA in DC engagement or initiatives.
• Assists director in communications and collaboration with SPIA communications, career development, alumni, IT, and other departments in support of SPIA in DC objectives and operations.
• Supports event and seminars planning at SPIA in DC, including through: conducting market research on events/targets, generating invitations and lists, contacting participants and facilitating visits, designing and producing invitations and registration databases, developing catering plans and budgets, assisting with other vendors management,managing guest lists;
• Provides administrative, financial management, and logistical support to the director and center more broadly, including managing SPIA finance software, supporting budget management and reporting, purchasing tickets, making reservations and bookings, managing transportation needs, reconciling expenses, etc., in coordination with the director and the SPIA department of finance.
• Liaises with SPIA in DC users from across SPIA and the wider Princeton community; in close coordination with the Venue Manager, works to develop, organize, plan, and where necessary, provided limited event staffing support to users, as determined by the director.
• Oversight of daily operations of the space, including guest experience, department needs, scheduling, and event support. With high visibility and a proactive approach, the Programs Coordinator is readily available to produce events; coordinates efforts to maintain a clean, inviting, and functional work and gathering space; actively manages a master calendar of events and office suite use; ensures that spaces are properly reserved, prepared, staffed, cleaned, etc. Ensures that users and guests have necessary building and suite access. Professionally greets guests (including distinguished visitors, faculty, alumni, students) and actively supports them during their visit to the building, ensuring their needs are met and support is delivered with best-in-class service. Coordinates supply and food procurement for the suite, including office supplies, refreshments, etc. Supports users of the space with technical training and utilization of equipment in the office suite space and amenity areas.
• Coordinate facility maintenance. Responsible for conservation of the furnishings and equipment in the SPIA office suite. Liaison with building management team, outside vendors, SPIA's Facilities and Operations Administrator, and Princeton Facilities for building issues and needs, including upkeep, repair, and replacement of office suite furnishings and equipment.
  
  

Qualifications

Essential Qualifications:

• Education: Bachelors degree
• 5+ years of work related experience
• Clearly demonstrated strong customer-service orientation at all times; professionalism and poise; proven and sincere commitment to strategic and operational hands-on problem solving.
• Exceptional written and verbal communication skills; critical thinking; refined organizational and planning capacity; strong attention to detail; high degree of discretion, diplomacy, and tact.
• The ability to simultaneously manage and complete multiple projects and assignments with competing deadlines; proven ability to autonomously manage projects without regular oversight or direction; demonstrated personnel management skills and the ability to work well both independently and in a team environment.
• The ability to develop and manage relationships with a wide range of constituents and stakeholders, including distinguished guests and visitors; ability to interact with the most senior leaders at Princeton and the School of Public and International Affairs; a strong appreciation and respect for academic culture. Awareness of and sensitivity to diversity, equity, and inclusion in the workplace.
• Working knowledge of audio-visual and multi-media equipment, particularly that which is used to support teaching, keynote talks, conferences and events.
• Must be able to set-up and breakdown events including the moving of chairs and tables.
• Willingness and ability to work with a flexible schedule, including early mornings, late nights and long hours as necessary.
  
  

Preferred Qualifications

• Technically savvy and willing to learn new skills, tools, and technologies. High-level knowledge and trouble-shooting of AV, multi-media, and computing equipment.
• Experience and working knowledge of academic settings.
  
  

We at the School of Public and International Affairs believe that it is vital to cultivate an environment that embraces and promotes diversity, equity and inclusion - fundamental to the success of our education and research mission. This commitment to diversity informs our efforts in recruitment and hiring as we actively seek colleagues of exceptional ability who represent a broad range of viewpoints, experiences and value systems, and who share Princeton University's dedication to excellence.

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

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see Policy For Detail)

Yes

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

Experience Level

Associate