International Internship Program Coordinator

International Internship Program Coordinator

The International Internship Program Coordinator 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 four (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 in 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, Mailchimp, creating marketing materials for recruitment, preparing newsletters for program participants, 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 sensitive materials in a deadline-driven, high volume, and fast-paced environment.

Responsibilities

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 (using Qualtrics and Google docs), virtual posters, and donor letters where applicable. Work 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. 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. Work closely with the team on exporting, and reporting on specific data whether it's for reports, updating GPS, tracking payments in Prime, including working with the data workflow. Liaise with Finance and Treasury to troubleshoot payments for student awards and third-party provider payments. Plays a lead role in the general administration and oversight of all IIP events including but not limited to : arranging catering and other supplies; reserving rooms; helping to publicize events, providing 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. Efficiently use Mailchimp and Canva to draft newsletters, reports and other digital marketing materials.

Qualifications

Essential : Bachelor's degree or equivalent relevant experience. 3-5 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 overlapping 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. Previous experience and a passion for event management; and impeccable organizational skills to oversee both small and large scale events. 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.