Administrative Assistant

Administrative Assistant

US-NJ-Princeton

Job ID: 2022-16127
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The School of Public and International Affairs (SPIA) seeks to hire a highly motivated individual to fill the position of Administrative Assistant within the Dean’s Office. The Administrative Assistant's primary responsibilities will include executive office support with responsibilities including a wide range of administrative projects in a deadline-oriented environment with competing demands, which will require utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks to facilitate the achievement of SPIA's strategic priorities. The administrative assistant will demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality and be flexible as demands and priorities change. The Administrative Assistant must be highly organized and comfortable collaborating with faculty, lecturers, students and administrators from across the university. This position requires an incumbent to work with minimal supervision but also be a team player.

Responsibilities

The administrative assistant works closely with multiple members of the Dean’s Office providing support for the priorities as assigned. Main areas of responsibilities are:

• The Administrative Assistant will provide administrative support to the Associate Dean of Administration, Finance and Planning and assist with special projects within his portfolio of Administrative Services, Finance, Computing and Facilities and Operations.

• The Administrative Assistant will serve as subject matter expert on vendor management, subscriptions and travel and expense policies and procedures. This role will be responsible for independently managing all purchasing for the Dean's Office, processing invoices and other billing, managing travel coordination for guests, including airfare, hotel, dinners and lunches, coordinating formal schedules for guests, reconciling expenses and management outside reimbursements, ensuring expenses are within budget, processing journals as needed, and independently making judgment and communicating to necessary parties to ensure University policies and procedures are followed. The Administrative Assistant will be responsible for independently managing the planning and implementation school-wide community building events, including coordination with university or external contractors as necessary.

• The Administrative Assistant will assist with coordination of SPIA Faculty Meetings, Center and Program Reviews, Advisory Council Meetings, by identifying, compiling and creating materials, reports and correspondence for meetings. This position will also support recruiting efforts for the Office of the Dean, for joint faculty searches and appointments involving multiple academic departments. This will include liaising with faculty committees, department chairs and/or managers in partnering department to plan and coordinate candidate visits and job talks. The administrative assistant will be solely responsible for coordinating schedules and travel plans, preparing packets and documentation on searches for the committee and will be tasked with supporting committee meetings (i.e. scheduling meetings and distributing materials). The incumbent will also provide support to Dean's Office in strategic initiatives and members of the executive team as needed by undertaking special projects when requested.

• This position will work with the Administrative Services team on HR recruiting efforts including scheduling and coordinating candidate visits. The incumbent will prepare highly sensitive documentation for the Dean. This position will assist with SharePoint development and updates as well support updates to the staff database.

• The Administrative assistant will maintain Dean's Office webpages, independently coordinating with the office of communications on necessary updates. This position will serve as a back up to Facilities/Operations office for Room Reservation approvals, will assist in maintaining signage for offices and building. This position will also serve as a back up to the Administrative Coordinator in calendar management of the Executive Vice Dean.

• Special projects and other duties are assigned as needed.

Qualifications

Essenital Qualifications:

• 5-plus years relevant experience in nonprofit or higher education management.

• Excellent oral and written communication skills.
• Excellent judgement, inter-cultural skills and sensitivity. In dept understanding in building and fostering an inclusive, harmonious work environment.
• Excellent organizational, analytical, and time-management skills, a good planner, able to initiate projects and act independently.
• Detail-oriented with a proactive approach.
• Microsoft Office Software, SharePoint, Adobe, Concur, Prime, EMS Room Reservation System.
• Ability and enthusiasm to learn systems regularly as needed.
• Ability to manage multiple projects and priorities in a fast-paced environment with grace and humor, strong work ethic, commitment to completing work on a timely basis and with the highest level of professionalism, accuracy and quality.
• Ability to take initiative and be pro-active, attention to details and accuracy in matters of proofreading, document processing and relaying messages.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances may require.

Preferred Qualifications:

• High School diploma or GED; bachelor’s degree preferred.

• Prior work experience in providing administrative support. Experience within the administration of Princeton University or another academic institution, preferred.

We at the School of Public and International Affairs believe that it is vital to cultivate an environment that embraces and promotes diversity, equity and inclusion - fundamental to the success of our education and research mission. This commitment to diversity informs our efforts in recruitment and hiring as we actively seek colleagues of exceptional ability who represent a broad range of viewpoints, experiences and value systems, and who share Princeton University's dedication to excellence.

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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