Fellowship & Events Coordinator

Requisition # 2022-15085
Date Posted 1 month ago(6/27/2022 11:36 AM)
Administrative Support
Job Type


Under the primary direction of the Program Manager, the Fellowship and Events Coordinator is responsible for independently managing the events and related administrative tasks of the James Madison Program (JMP). The JMP hosts 60-70 events per academic year, ranging in size from large-scale conferences and weekly public lectures that attract over 200 members of the PU community, to 20-person weekly academic seminars. Events range from high-profile public lectures and conferences to private events with students or other invited guests and weekly meetings or seminars. This position will coordinate and manage all logistics pertaining to the majority of JMP events. The James Madison Program is part of Princeton University's Politics Department. As such, the Events Coordinator will be expected to adhere to all University and Politics Department guidelines.


As Fellowships Coordinator this position will administer the application process for JMP Fellowships and the research allowances of the fellows throughout the year.  A good portion of the administration of fellows would take place during the summer when Program events are at a minimum.


Events Management:

  • Evaluate event space needs, determine and choose best locations, and reserve event space;
  • Determine and provide for all event hospitality needs – meals/catering, parking, special equipment;
  • Coordinate with Facilities, Instructional Support Services, Public Safety, and other internal departments to manage technology, safety needs, and on-site event setup and break down;
  • Determine best advertising practice for individual events and provide details to Communications Manager for production;
  • Interface with all guests prior to, during, and after event – tracking responses, arranging travel, and providing campus/event orientation;
  • Manage financial details of event budgets, expenses, and guest reimbursements;
  • Schedule and plan Visiting Fellows and Postdoctoral Research Associate events, seminars, and informal gatherings;
  • Provide Staff/Office Assistant with calendar updates for internal calendars - to include Executive Director's Outlook calendar, and coordinate scheduling and calendar updates with Director's assistant;
  • Manage and facilitate the Program's summer seminars. Responsibilities to include:
    • Set-up and oversight of the registration process;
    • Maintain communications with applicants;
    • Assist Program Directors and Managers in candidate selection;
    • Interface with Conference and Event Services to determine appropriate housing, meals, and space options;
    • Select, direct, and manage residential advisors;
    • Secure catering for on-site meals;
    • Supervise distribution of seminar materials to selected participants;
    • Handle any necessary on-site set-up during the seminars;
    • Manage travel and financial reimbursements for guest faculty; and
    • Assist Program Directors and Seminar faculty as needed.

Fellowships Management:

  • Oversee the application process for incoming JMP fellows to include:
  • Submitting position announcements to Dean of Faculty for approval;
  • Post applications to website and other appropriate locations;
  • Administer applications through AHire;
  • Interface with incoming fellows for on-boarding and follow up administrative paperwork; and
  • Administer the fellows' research accounts and purchases throughout the year.


Essential Qualifications:

  • Bachelor's degree or equivalent;
  • 1+ years of experience (events management experience a plus);
  • Excellent speaking, writing, and editing skills;
  • Ability to interact comfortably and confidently with a broad internal and external constituency and maintain a professional demeanor in representing the Program and the University;
  • Excellent management and organizational skills – task oriented and deadline conscious;
  • Strong computer skills, including MS Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat;
  • Strict attention to detail;
  • Ability to find multiple solutions to logistical challenges;
  • Willingness to work flexible schedule to accommodate evening and weekend events, and willingness to defer vacation time to days when there are no scheduled events.

Preferred Qualifications:

  • Experience with Prime Financial Systems;
  • Experience with Drupal software;
  • Experience with Adobe InDesign software

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. EEO IS THE LAW

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Probationary Period

180 days

Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver’s License Required


Experience Level

Entry Level



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