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Administrative and Project Coordinator

Employer
Princeton University
Location
New Jersey, United States
Salary
Salary Not specified
Posted Date
Sep 10, 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 and Project Coordinator

US-NJ-Princeton

Job ID: 2022-15345
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The administrative and project coordinator provides high level, proactive, responsive, and effective administrative support to the Assistant Vice President, Financial Services and serves as a central resource for administrative, finance, and operational support for the Financial Services department. The position will be responsible for essential administrative functions including calendar and meeting management, project coordination, assisting with project communication, and conducting other tasks as assigned.

The administrative and project coordinator will also lead special projects from inception to completion and must be able to work independently with a high level of collaboration, outstanding communication, and exceptional attention to detail.

The Office of Finance & Treasury actively searches for staff members of exceptional ability and promise who share in Princeton University's commitment to excellence, and who present a diversity of viewpoints and cultures. We offer varied professional opportunities spanning all aspects of financial management, analysis, and processing in support of the teaching and research mission. As part of the University community, we respect the dignity and individuality of each member while trying to foster a sense of shared experience and common purpose. We are unwavering in our commitment to both diversity and community and embrace the variety of talents, backgrounds, and perspectives of all of our colleagues.



Responsibilities

  • Provides administrative and project support for the Financial Services Department
    • Coordinates complex meeting schedules
    • Supports project communication, including drafting and delivering internal and external correspondence
    • Manages projects from inception to completion with a high level of engagement, attention to detail, and accuracy
    • Leads the coordination and execution of meetings and events.
    • On-boards all new employees, temps, and term personnel. Serves as support for new employees and assists with recruitment process
    • Prepares agenda, attends meetings to record minutes. Compiles, transcribes, and distributes minutes of meetings
    • Scans documents, maintains files, and provides other administrative management as needed
    • Coordinates supplies for the department, including inventory and ordering
    • Creates and manages requisitions and purchase orders. Creates journal entries/corrections. Manages the review and receiving of invoices for goods/services ensuring timely payment.
    • Partners with FSC, AP, and Purchasing to address match exceptions, responds to inquiries from suppliers on payment status
    • Prepares and presents budgetary reports to the AVP
    • Manages the process and communications for all university vehicle registrations.
    • Other duties as needed.
  • Provides administrative support to the AVP Financial Services
    • Manages a complex schedule, maintains calendar, and provides support in communicating with members of the University community
    • Prepares materials for meetings and follow-ups
    • Drafts communications and agendas
    • Must be able to collaborate with other offices in the scheduling and coordination of meetings and materials
    • Prepares requisitions, reports, memos, letters, and presentations
    • Provides administrative support to others as needed


Qualifications

Essential Qualifications:

  • Bachelor’s degree or equivalent experience
  • Three to five years of high level administrative experience
  • Superior attention to detail and accuracy
  • High level of proficiency with desktop computing tools such as Outlook, Word, Excel, and PowerPoint, Visio and with system applications such as PeopleSoft
  • Experience supporting a senior-level administrator, preferably in a higher education setting
  • Demonstrated strength in critical thinking and in identifying system solutions for evolving business needs
  • Demonstrated ability to handle multiple assignments and respond quickly to changing business needs and priorities
  • Facility with both strategic thinking and planning with tactical implementation and execution
  • Facility with basic accounting concepts
  • Experience managing projects from inception to completion
Preferred Qualifications:

  • Experience working in higher education
  • Knowledge of Princeton and Princeton’s administrative structure

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

PI191305272

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