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Administrative Assistant

Employer
Princeton University
Location
New Jersey, United States
Salary
Salary Not specified
Posted Date
Sep 9, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Administrative Assistant

US-NJ-Princeton

Job ID: 2022-15478
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

Reporting to the Director of the Princeton International Internship Program (IIP), this role supports all IIP activities within Princeton's Office of International Programs in ODOC. The IIP Program advises all first, second and third-year undergraduate students through the selection and placement program across 300 international internships across more than 50 countries. The Administrative Assistant works as part of a team of 4 (Director, two Program Advisers and Administrative Assistant), and the role entails coordinating documents and data throughout the selection process, managing events and supporting the IIP team on the day-to-day activities. This includes supporting the OIP Reception, managing communication with students and their families, and a significant number of payments through Prime Financials and student awards through the Student Activities Funding Engine (SAFE). The Administrative Assistant interacts regularly with Princeton administrators, representatives, and external program providers as well as undergraduates and program alumni. The position requires working with highly sensitive materials in a deadline-driven, 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, scheduling for advising staff, 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, virtual posters, and donor letters where applicable.
  • 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.
  • Reserve space, publicize, and arrange for catering and other supplies, as needed, for IIP events; provide 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.
  • Conduct statistical report of program trends and prepare draft of charts, graphs, and other data to support annual reports, external information requests, and assessment as requested by Director.
  • Compile former student evaluation data annually into a comprehensive guide for prospective students.
  • In collaboration with OIP Communications Manager and Director of IIP, assist with coordination of marketing, events social media posts and other marketing and recruitment activities.


Qualifications

Essential Qualifications:

• Bachelor’s degree
• 1- 2 years’ experience in highly sensitive and high-volume administrative capacities, preferably in higher education
• Proven record of excellent administrative, organizational skills
• Outstanding accuracy of work and impeccable attention to detail
• Ability to work around pressing timelines and to multi-task in a fast-paced environment, especially during peak times of the year
• 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 effectively communicate in a variety of situations, including interpersonal and formal large-group settings
• 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

• Understanding and appreciation of diverse cultures and support for historically marginalized groups, both domestically and abroad
• Ability to work some evenings and weekends as needed

Preferred Qualifications:

• 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
• Prior experience with office systems including Peoplesoft and Terra Dotta; willingness to learn other data management systems

Review of applications will begin immediately.

Finalists will be required to do a Microsoft Office Suite skills test.

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

PI191261000

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