Administrative Office Coordinator

Administrative Office Coordinator

US-NJ-Princeton

Job ID: 2022-15668
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Department of Chemistry is seeking an Administrative Office Coordinator (AOC) to provide general reception and departmental support and act as seminars coordinator for the department. This position serves as "command central" and is the primary point of contact for a dynamic department serving over 350 faculty, staff, students, and visitors. Requires on-site management of several events per week, including occasional evening and weekend events.

The AOC independently coordinates all research and recruiting seminars, including all logistics and scheduling; oversees the billing and membership activities for the department's corporate affiliates program; manages departmental directories and distribution lists; builds content for the department’s website, and provides administrative support for a summer undergraduate research program.

The AOC is also responsible for supporting a faculty member with the full scope of an annual summer NSF REU program and for providing website and event planning support to the Princeton Catalysis Initiative.

Responsibilities

• Seminar Planning: Independently coordinates all logistics and provides on-site management for departmental seminars (3-5 per week). Arranges travel and lodging for speakers, books conference rooms and auditorium, prepares and distributes seminar announcement email messages. Coordinates speaker schedule with multiple faculty meetings and meal arrangements with students, postdocs, and faculty. Sets up presentation technology/AV equipment. Updates departmental web page with seminar announcements on a weekly basis, using Drupal. Processes speakers' business travel reimbursements. When necessary, plans for larger symposiums that host external visitors.
• Faculty Recruiting Planning: Assists the Assistant to the Chair in coordinating logistics and on-site management for faculty recruiting visits. This is a very intense period in December-February, when approximately 10-20 candidates' visits are planned and organized. Books videographer and manages some logistics, including travel, lodging, restaurant bookings, scheduling meals with candidates. Handles candidates' business travel reimbursements. Keeps track of complex recruiting expense accounts and records and submits requests annually to the DoF for reimbursement for recruiting-related expenses.
• Summer Program Support: Supports faculty PI with NSF Research Experience for Undergraduates Program. Administers the application website and maintains student records. Interfaces directly with offices across campus to coordinate housing and on-boarding arrangements for participants. Handles financial onboarding and payments for participants. Ensures that programming and logistics are in compliance with University guidelines for undergraduate summer programs. Keeps track of expenses and handles reconciliations. Helps to prepare annual report to NSF with program data.
• Princeton Catalysis Initiative Support: Assists the Web and Media Specialist with the the website for the Princeton Catalysis Initiative. Updates content and details of affiliated people e.g., adding people, updating titles or contact information, etc. Adds news stories or PCI-supported publication announcements. Publishes calls for proposals and annual symposium materials, including pre-symposium announcements listing speakers, and post-symposium stories documenting the symposium. Handles logistical planning for annual PCI symposium. Responsible for guest travel and lodging arrangements, meals, AV set-up and printed materials processing for a multi-day symposium with external attendees. Trains student hosts for the event and provides day-of on-site management.
• Industrial Associates Program: Manages the administrative aspects of the Industrial Associates Program. Keeps track of membership rates and processes annual invoices. Deposits payments from members. Maintains a shared spreadsheet with membership information relevant to the department's business office. Administers membership benefits, including library access and course registrations.
• Additional responsibilities: Maintains and updates all department email distribution lists, staff, research group and faculty directories and contact lists; assists with building access; greets visitors and responds to all manner of questions in person, by phone and email; distributes mail. Assists with other departmental events as needed.

Qualifications

• Essential Qualifications
  • Associates or other 2-year degree required
  • 1-3 years' experience
  • Interest in a primarily in-person role
  • Strong organizational and problem-solving skills, flexibility, and the ability to multi-task
  • Exceptional diplomatic skills, and the ability to remain calm under pressure
  • Attention to detail, accuracy and the ability to set priorities are critical
  • Proficiency with Microsoft Suite is required, including experience and proficiency in the use of functions in Excel
  • Some understanding of budgets and financial statements
• Preferred Qualificatios
  • Experience and competence in maintenance/updating of content management systems (CMS) such as Wordpress and Drupal
  • Basic proficiency in image and photo editing software to crop and resize images
  • Competence and facility in keyword search on search engines to yield multiple, alternative, useful search results
  • Experience and proficiency in the use of functions and computed fields in Excel
  • Familiarity with Princeton University business applications, helpful (Concur, PeopleSoft, etc.)

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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