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Administrative Assistant

Employer
Princeton University
Location
New Jersey, United States
Salary
Salary Not specified
Date posted
Nov 17, 2022

Administrative Assistant

US-NJ-Princeton

Job ID: 2022-15956
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

This position carries a broad range of responsibilities supporting and reporting to both the Executive Head and Associate University Librarian for Diversity, Equity, and Inclusion; and the Director of Data, Research, and Teaching Services, including the activities of those divisions.

Day-to-day activities will consist of managing calendars and scheduling, drafting letters and other correspondence, note-taking and record keeping, providing administrative support for searches, maintaining staff data and organizational charts, booking travel, preparing expense reports, sharing office management tasks, and greeting staff at the office entrance. With peers in Administrative Assistants of Princeton University Library group (APPUL), they will share responsibility for maintaining documentation regarding administrative procedures and best practices.



Responsibilities

Calendar and Event Management

Manages calendars for individuals and committees. This includes organizing and scheduling meetings with internal and external collaborators, anticipating and proactively managing conflicts, making travel arrangements, and prioritizing the activities of both the Executive Head and Associate University Librarian for Diversity, Equity, and Inclusion; and the Director of Data, Research, and Teaching Services while keeping within schedule constraints. Additionally, the Administrative Assistant will coordinate meetings, parties, conferences, or other events that may include guests from out of town, making reservations, and ordering and setting up catering.

Search Committee and Employee Data Administration

Handles all tasks related to searches for Dean of the Faculty and Human Resources staff reporting to the divisions under the Executive Head and Associate University Librarian for Diversity, Equity, and Inclusion; and the Director of Data, Research, and Teaching Services. Maintains staff rosters, organizational charts, and other data related to staff. Serves as the Time and Absence Manager for both divisions.

Other Administrative Tasks

Handles various tasks including: drafting correspondence, answering phone calls and greeting visitors at the office entrance, tracking staff vacation, preparing expense reports, maintaining documentation of policies and best practices, managing email distribution lists, sending and receiving physical mail, purchasing supplies as needed, taking and/or edits notes at meetings. Proactively identifies and manages administrative needs and determines creative solutions.



Qualifications

Position Requires

    • Bachelor's degree or equivalent
    • 5 plus years of relevant experience
    • Excellent interpersonal and customer relations; professionalism and poise
    • Outstanding written and verbal communication skills
    • Strong organizational skills, including the ability to prioritize projects, manage multiple tasks, meet deadlines, work independently while also being a good team player, and engage in proactive problem solving
    • Strong skills with Microsoft Office and Google Workspace/GSuite tools, especially Google Drive, Docs, and Sheets
    • Tech-savvy and willing to learn new skills, tools, and technologies
    • Ability to exercise discretion in confidential matters involving senior University/Library administration and bargaining unit staff
    • Demonstrated commitment to continuous learning through training opportunities and self-guided education
    • Demonstrated commitment to diversity, equity, and inclusion

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. KNOW YOUR RIGHTS

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