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Administrative Assistant

Princeton University
New Jersey, United States
Salary Not specified
Posted Date
Jul 25, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration
Employment Level
Employment Type
Full Time
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This position serves as administrative assistant to the senior associate dean and the associate dean of the college, whose portfolios include academic advising, academic standing and oversight of the residential college program.

The assistant manages the deans' calendars, schedules, and prepares materials for standing meetings, and responds with judgment and discretion to queries from a broad range of campus offices, academic departments and external constituencies. This individual is also responsible for coordinating many aspects of both the advising program and the residential college program, as well as the independent production and publication of handbooks and training materials.

This role requires superior organizational and communications skill and an ability to manage complex projects independently and with meticulous attention to detail.

Administrative support: (40%)

  • Coordinate calendars and prepare materials for standing meetings.
  • Prepare and process Concur reports.
  • Initiate communication, handle correspondence, and reply as appropriate to phone or electronic inquiries on behalf of the deans.
  • Communicate effectively on behalf of the office with all aspects of the university community from students and faculty to the President's office.
  • Independently keeps track of priorities and takes responsibility for coordinating the calendar of communications with the residential colleges and academic departments.
  • Process and maintain highly confidential material.

Coordination of academic advising programs: (40%)

  • Edit and maintain all advising publications including the First-Year Academic Guide, Academic Advising Handbook, the Director of Undergraduate Studies Advising Handbook, the AP table.
  • Update advising websites as needed.
  • Coordinate support for first-year course registration with the associate dean and the Office of the Registrar.
  • Coordinate materials and provide logistical and administrative support for the faculty adviser program and the peer adviser program.
  • Coordinate online placement tests and process results.
  • Oversee logistics of the Academic Expo advising event, working with Undergraduate Student Government and all academic departments and programs.
  • Maintain the advising calendar and set deadlines and reminders for academic departments; updates all information and communications related to advising processes.
  • Respond to routine queries from students, faculty and staff; exercise judgment in bringing urgent matters to the dean's attention.
  • Review correspondence from colleges for accuracy and consistency.
  • Process appointment and payroll for approximately 90 faculty advisers and maintain database.
  • Process student staff payroll.
Support for the residential college program: (20%)

  • Organize meeting schedule and produce materials for the Council of College Heads.
  • Coordinate search processes and interview schedules for residential college staff vacancies.
  • Organize materials for the Shapiro Prize for Academic Excellence.
  • Co-ordinate Dale awards selection process and awards dinner.
  • Update and maintain routine communications, forms, and templates used by the residential college staff; maintain documents on a shared drive.
  • Work with the President's office to coordinate residential college activities related to the Princeton Pre-read.
Additional responsibilities

  • Project management for special initiatives or committee work as needed.


Essential Qualifications:

  • Bachelor's degree or equivalent experience.
  • 5 or more years of relevant experience supporting a senior administrator or program.
  • Ability to take initiative, work independently, take ownership of complex projects, establish priorities, meet deadlines and be attentive to detail.
  • Must be a creative and flexible problem solver.
  • Highest levels of professional judgment, discretion and competence.
  • Strong work ethic, with high degree of personal responsibility and reliability.
  • Excellent oral, written and interpersonal skills.
  • High level of proficiency with Outlook, Word, Excel, PowerPoint, SharePoint and Drupal.
  • Proven ability to develop and maintain professional, collaborative working relationship with a broad constituency.
Preferred Qualifications:

  • Experience working in higher education.
  • Knowledge of Princeton and Princeton's administrative structure.
  • Experience with Princeton's system applications.
Full consideration will be given to applications received by August 12, 2022.

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.


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