Assistant to the Associate Vice President, Office of Capital Projects

2 weeks ago

Princeton New Jersey, United States Princeton University Full time
Overview:


Reporting to the Associate Vice President for Capital Projects within the Organization, the Administrative Assistant will play an essential role within the Office of the Vice President for Facilities.

The is a division within Facilities that establishes the strategic and integrated approaches to developing academic, administrative, and campus life facilities as the University embarks on a multiyear program of major construction and renovation projects, as well as real estate development in this area.


This individual must embody core values essential to the Facilities organization including excellent customer service, resourcefulness, dependability, and approachability, while exercising the utmost discretion.

The position will require strong organizational, communication, customer service, and process management skills to help shape this dynamic department responsible for executing the Capital Plan.

Responsibilities:

General Office Administration


Provide reception responsibilities for the office while creating a welcoming atmosphere and providing helpful information and guidance to phone, mail, email, and in person inquiries.

Exercise sophisticated phone etiquette, exceptional written correspondence, and maintain a professional demeanor in all circumstances while representing the Office of Vice President for Facilities and the Office for Capital Projects.

Must always exercise excellent judgement and discretion.

Manages the complex calendar for the AVP, setting internal prep meetings and debriefs.

Draft and circulate agendas, take meeting minutes when necessary, and implement systematic follow-ups to be sure all tasks are completed thoroughly and in coordination with other Facilities departments and with campus partners.


Coordinate travel arrangements for the AVP and Director, completing all expense reports using Concur and processing reimbursements in a timely manner.

Develop and/or maintain administrative and project filing systems (electronic and paper). This support function includes AVP files, project files, and general administrative files. Maintain various template files and guidance documents to assist in the overall accomplishment of OCP goals. Verify consistent use and implementation of filing systems.

Events Management


Organize and manage a diverse range of events including small, recurring meetings; bi-weekly senior staff meetings; monthly department meeting; Facilities training sessions; new employee orientation and campus tours; sexual harassment prevention training, etc.

Responsibilities include booking venues, enlisting outside facilitators, coordinating catering services, arranging for media services support, compiling, and distributing materials, preparing meeting summaries, writing, and circulating minutes, etc.

Special Projects and Other Duties

Assist with the development and formatting of processes and procedures generated by the Office of Capital Projects Resource Committees. Solicit and organize feedback.


Serve as back-up to the Executive Assistant to the Vice President for Facilities, partnering in the day-to-day operation of the office.

May represent OCP on Facilities or University wide committees.

Will be assigned special projects as required to advance mission and goals of OCP, Facilities or the University.

Qualifications:

MINIMUM QUALIFICATIONS:

Associate degree or at least 10 years' experience in a related role

Able to prioritize and coordinate multiple projects simultaneously in a demanding environment.

Demonstrated technical skills in Microsoft Office Suite, Outlook, and Adobe Creative Suite, including Acrobat and Photoshop.

Highly organized, dependable, and discreet in dealing with sensitive information


Demonstrated communication skills both written and oral, able to connect with all levels of staff, faculty, students, and community members.

Able to adapt to changing priorities and needs, while remaining flexible.

Able to collaborate with colleagues across Facilities and with campus partners and stakeholders.

PREFERRED QUALIFICATIONS:

Previous experience working in higher education environment or the construction industry

Interest or familiarity with computer software technology, computer aided drafting, data base software and terminology

Proficient or advanced in Concur


Princeton University is an 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.

Standard Weekly Hours:

36.25

Eligible for Overtime:

No

Benefits Eligible:

Yes

Probationary Period:

180 days

Essential Services Personnel (see policy for detail):

Yes

Comments Related to End Date:

This is a five-year benefits eligible term position.

Physical Capacity Exam Required:

No

Valid Driver's License Required:

No

Experience Level:

Associate

:

#LI-SB1

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