Administrative Assistant

Administrative Assistant

US-NJ-Princeton

Job ID: 2022-15573
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

Princeton University Advancement works to inform, inspire, and involve Princeton’s global community of alumni, parents, and friends in ways that enable the University to fulfill its mission of advancing learning through scholarship, research, and teaching to serve humanity. We’re seeking a Administrative Assistant to support the Assistant Vice President for Data Strategy & Innovation. The role requires strong inter-personal skills, a strong commitment to confidentiality and discretion, initiative, good judgment, and strong communications skills.

This position is a member of the Data Strategy & Innovation team within the Office of University Advancement. Within this Office, DS&I is charged with strategically leveraging data and technology to enable the Advancement office’s mission of engaging Princeton’s global community of alumni and securing private philanthropic support for the University’s highest priorities

Responsibilities

Administrative Support of Unit AVP

• Provides general administrative support including calendar maintenance, scheduling meetings, and organizing and maintaining files
• Prepares agendas, meeting notes and other materials and departmental documentation as necessary
• Assists with the preparation and distribution of correspondence, presentations and related materials
• Maintains departmental vacation schedule and calendars, tracks staff time-off and regularly distributes reports of vacation balances
• Collaborates with cross-functional team members on projects and assignments as needed
• Perform other assignments for the AVP and Data Strategy & Innovation as needed

Budget and Expenses Management

• Monitors departmental budgets, including travel, conferences and training, supplies and miscellaneous departmental administration
• Prepares purchasing related paperwork, and manages departmental purchasing card
• Makes travel arrangements as needed and regularly prepares expense reports using Princeton systems
• Regularly purchases departmental supplies and works with other DS&I administrative staff to monitor and organize unit supplies

Event Management

• Act as primary contact with campus partners and external vendors for DS&I events including contract initiation and negotiation as well as issue resolution
• Identifies venues and appropriate vendors including caterers and team building activity providers
• Works with the AVP to ensure team events are high quality, inclusive, meet objectives and are on-budget
• Prepares purchasing and expense reports through appropriate Princeton systems, and manages all necessary budget paperwork

Qualifications

Essential Qualifications:

• At least 2 - 5 years of relevant administrative experience
  
• Excellent interpersonal skills with a customer service orientation
• Ability to develop and foster relationships with people at all levels of an organization
• Strong written and oral communication skills
• High degree of professionalism and initiative, and a strong work ethic
• Strong computer skills, including proficiency in the Microsoft Office suite of applications
• Sound problem-solving, data-gathering and organizational skills
• Ability to function in a busy environment, to handle several projects simultaneously, to accommodate shifting business needs and priorities, and to meet deadlines; flexibility and demonstrated ability to be proactive and to prioritize tasks
• Strong detail orientation and time management skills, as well as familiarity with project management approaches and tools
• Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures in supervisor's absence
• Ability to work both independently and in teams
• Ability to maintain strict confidentiality and to handle confidential information and material with a high degree of discretion.
• Commitment to University Advancement’s mission to inform, involve, and inspire Princeton’s global community of alumni and friends, and adhering to its guiding principles of High Performance, Innovation, Civility, and Collaboration.

Preferred Qualifications

• Experience in developing and delivering training
  
• Prior experience in handling communications with senior administrators
• Familiarity with enterprise level reporting systems, databases and/or CRM systems
  
• Knowledge of Princeton’s mission
• Experience in higher education or a fundraising environment

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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