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Administrative Coordinator

4 months ago

Princeton, New Jersey, United States Princeton University Full time

Administrative Coordinator
Requisition #
Department Schl of Public & Int'l Affairs Category Administrative Support Job Type Full-Time
Overview
The School of Public and International Affairs (SPIA) seeks to hire a highly motivated individual to fill the position of Administrative Coordinator within the Dean's Office. The Administrative Coordinator's primary responsibility is to provide executive support the Vice Dean of the School of Public and International Affairs. The position also works closely with the Dean, Administrative Assistant to the Dean, Operations and Project Manager and Associate Dean of Administration, Planning and Facilities to support and execute the operations of the Dean's Office. Specific duties will include executive office support with responsibilities including a wide range of administrative projects in a deadline-oriented environment with competing demands, which will require utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks to facilitate the achievement of SPIA's strategic priorities. The administrative coordinator will demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality and be flexible as demands and priorities change. The Administrative Coordinator must be highly organized and comfortable collaborating with faculty, lecturers, students and administrators from across the university. This position requires an incumbent to work with minimal supervision but also be a team player.

Responsibilities
The administrative coordinator works closely with multiple members of the Dean's Office providing support for the priorities as assigned. Main areas of responsibilities are:

This position proactively manages the complex calendar for the Executive Vice Dean. The incumbent will manage the requests for appointments by prioritizing, researching, and responding to requests as appropriate. The position will interact daily with administrators, faculty members, students, outside organizations, and individuals. The Administrative Coordinator will prepare correspondence and manage internal and external communications; planning and corresponding with internal committees, develop meeting materials and maintain files.
This position will work closely with all members of the Dean's Office staff to support operations of the Dean's office. This position will oversee management of the SharePoint files for faculty personnel and committee support. Responsibilities include creating and maintaining SharePoint site for each committee which includes highly sensitive and confidential materials, compilation of confidential report packet for meetings. Collection of production of such reports are deadline driven and require tracking of progress and timely follow up.
The Administrative Coordinator will manage the complex collection, production and dissemination of agendas, reports, course materials, and supporting documentation for meetings and special events as requested by the Vice Dean. This requires careful proofreading, initiating appropriate action, problem solving and attending meetings as requested.
This position will work with the Operations and Project Manager, Administrative Assistant and Administrative Services Team on preparing highly sensitive documentation for both DoF and HR personnel matters.
The Administrative Coordinator will be responsible for independently managing purchasing, processing invoices, managing travel coordination for guests, coordinating a formal schedule, reconciling expenses and outside reimbursements, being cognizant of the budget and making judgments to ensure University policies and procedures are followed.
The Administrative Coordinator will be responsible for coordinating and leading a committee to plan school-wide community building events sponsored by the Dean's Office, including securing location, arranging catering, drafting announcements and adhering to budget.
Special projects and other duties are assigned as needed.

Qualifications
Essential Qualifications

5-plus years relevant experience in nonprofit or higher education management.
Calendar management experience.
Excellent oral and written communication skills.
Excellent judgement, inter-cultural skills and sensitivity, fostering an inclusive, harmonious work environment.
Excellent organizational, analytical, and time-management skills, a good planner, able to initiate projects and act independently.
Detail-oriented with a proactive approach.
Microsoft Office Software, SharePoint, Adobe, Concur, Prime, EMS Room Reservation System.
Ability and enthusiasm to learn systems regularly as needed.
Ability to manage multiple projects and priorities in a fast-paced environment with grace and humor, strong work ethic, commitment to completing work on a timely basis and with the highest level of professionalism, accuracy and quality.
Ability to take initiative and be pro-active, attention to details and accuracy in matters of proofreading, document processing and relaying messages.
Ability to work independently with minimal supervision and as part of a team.
Flexibility and resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances may require.
Preferred Qualifications

Bachelor's degree preferred; work experience will be considered.
Prior work experience in providing administrative support to a senior administrator. Experience within the administration of Princeton University or another academic institution, preferred.
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)
No
Physical Capacity Exam Required
No
Valid Driver's License Required
No
Experience Level
Associate