Office Assistant - OIP

Office Assistant - OIP

US-NJ-Princeton

Job ID: 2022-15530
Type: Full-Time
# of Openings: 1

Princeton University

Overview

As the first contact in the Office of International Programs (OIP), this position must be knowledgeable about the Study Abroad Program (including undergraduate exchanges), the International Internship Program, Bridge Year, and fellowship advising and assist students with questions. Welcomes guests in person and on the telephone, and serves as the principal public face of the office, answering or directing inquiries as necessary. The person must be able to respond with appropriate urgency to issues that arise and proactively resolve routine problems that relate to OIP programs. In addition, the person must be able to direct inquiries to other offices and individuals as appropriate, provide administrative support to OIP programs at peak times, and assist with the logistics in organizing OIP events. Other duties include distributing mail, monitoring the OIP email account, managing the use of shared laptops in the office, monitoring and ordering office supplies, serving as point person with facilities, and limited administrative support to the Director. Reports to Director of OIP.

Responsibilities

• Serves as the first point of contact and as the primary information resource for students and other visitors to the office.
• Resolves frequent issues concerning all OIP's programs, policies and processes, which requires a thorough knowledge of four complex programs as well as resources across campus.
• Networks with others on campus to troubleshoot issues.
• Must be able to assess the importance and urgency of concerns and know how to escalate their management.
• Manages and responds as necessary to email that is directed to the OIP account.
• Provides critical administrative support to OIP programs for various processes at peak times.
• Assists in the management of the annual Study Abroad Fair and other OIP events (includes ordering food, creating materials for events, and managing other logistics).
• Manages EMS scheduling for OIP spaces and books rooms as necessary for meetings sponsored by programs in OIP.
• Sorts and distributes postal mail and email, handles outgoing FED EX shipments.
• Inventories and purchases office supplies. Process and receive shipments.
• Point person for building management. Submit and follow up on service requests.Maintains materials in the reception area, ensuring that program brochures and other materials are up to date and well stocked.
• Administrative support to the Director, including scheduling multi-party meetings, organizing and supporting all-OIP staff events, preparing documents as needed, and coordinating interview schedules for internal OIP searches.

Qualifications

Essential Qualifications:

-Bachelors degree

-1 - 3 years of work experience

-Proven record of excellent organizational and interpersonal skills. Enjoys helping people and working collaboratively.
-Excellent accuracy and close attention to detail.
-Ability to be productive and maintain a friendly, positive attitude in a fast-paced environment that has multiple distractions. Considers planning important but flexible in the face of urgent requests.
-Excellent written and oral communication skills.
-Ability to exercise good judgment and tact in handling sensitive situations involving students, faculty, and parents. -Ability to recognize and deal respectfully with cultural differences, likes to solve problems.
-Expertise in Microsoft Word, Access, Excel, PowerPoint, SharePoint. Willingness to learn new on-line systems.

-Experience working with students.

Preferred Qualifications:
-International experience.
- Interest in world events.
-Knowledge of a foreign language.

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

PI191260965