Program Coordinator, Africa World Initiative (AWI)
Location: Princeton, NJ, US, 08544
Internal Number: 236631884
Program Coordinator, Africa World Initiative (AWI)
Job ID: 2024-18480 Type: Full-Time # of Openings: 1 Category: Administrative Support
Africa World Initiative (AWI) seeks an experienced and committed professional to join its office. Reporting to the Assistant Director, this position will manage a Program Assistant, provide administrative leadership, including message-crafting for internal and external audiences, reconciliation of accounts and budget forecasting using University financial reporting systems, and assisting the Assistant Director with other department-wide responsibilities. The wide variety of tasks will provide the Program Manager with a unique opportunity to positively impact a broad range of new programs and amplify the services offered by the African World Initiative (AWI).
Provides administrative, financial management and logistical support to the Director and Assistant Director including managing financial services such as on boarding new suppliers, creating purchase orders and honoraria, supporting budget management and reporting, reconciling expenses, etc. in compliance with the University's Finance & Treasury guidelines.
Work independently in their ability to: analyze and present financial forecasts; organize monthly monitoring and reporting of expenditures; communicate effectively with University constituents including faculty to reconcile budgets; set up and close out accounts in compliance with agency and University policy; and monitor individual PIsâ™ non-sponsored funds. This position is independently responsible for keeping up-to-date on financial records and reporting in a shared system and following through on all sponsorsâ™ policies and regulations.
Support events and symposium planning including: - coordinating guests' travel and accommodations - develop event budgets and process travel expenses - contracting participants and facilitating visits - booking venues and managing event calendars - developing catering menus - assisting with other vendors management such as AV and ground transportation - maintaining guest lists/distribution lists
Maps out yearly event calendar and makes appropriate plans to support an active and distributed set of events.
Coordinates dates and times for events, commonly in conjunction with other departments and across multiple stakeholders;
Supports outreach and engagement by attending events and taking notes/producing summaries, identifying target partners, managing correspondence
Conducts AWI marketing-including amplifying events and initiatives via social media managing social media accounts (LinkedIn, X, Instagram, etc.)
Designs events programs, invitations and posters
Coordinates with University Communications Office for photography, newsletter production
Assists with updating AWI website
Assists in building, managing and updating the AWI contact database
Supervision and Training
Responsible for supervising the Program Assistant
Identifies training courses and professional development opportunities for the Program Assistant
Provides guidance and feedback to the Program Assistant on event posters and products marketing designs
Hires and supervises student workers
Bachelor's degree or at least 3 years relavent expereience
Clearly demonstrated knowledge and experience with the University's financial processes
Self-starter with commitment to strategic and operational problem solving
Exceptional written and verbal communications skills; critical thinking, strong attention to detail
High degree of discretion, diplomacy and tact
Ability to exercise independent judgment to plan and prioritize diverse workload, meet frequent deadlines, take initiative, and function autonomously.
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 supervisory skills and ability to work well both independently and in a team environment
Awareness, understanding and sensitivity to diversity, equity and inclusion in the workplace and with other cultures
Knowledgeable about Africa and the Global South and/or experience working in Africa-related fields
Familiarity with University applications (PRIME, Info Warehouse, PeopleSoft Financials, Concur
Knowledge of University policies and procedures
Proficient in CANVA, ADOBE and Photoshop
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