Office Coordinator

Princeton University
New Jersey, United States
Salary Not specified
Posted Date
Jan 6, 2023

Office Coordinator


Job ID: 2023-16176
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University


The Department of Ecology and Evolutionary Biology (EEB) seeks an office coordinator to provide a high level of administrative support to the department. Reporting to the department manager, the administrative office coordinator is primarily the first point of contact for staff, students, postdoctoral researchers and visitors. While managing multiple and competing deadlines, this position will: 1) provide support to a group of 5 - 6 faculty members in their academic, teaching and research efforts, 2) support the department manager, 3) serve as a mentor and resource for staff, students, visitors, and postdoctoral researchers on policy and procedural issues, 4) assist with faculty lab setup and provide ongoing support, 4) event management and planning for symposiums and conferences including preparation of outreach materials and arranging travel, 5) coordinate internal departmental on-boarding and off-boarding processes, and 6) assist in special projects as needed.


Provide high level support to a group of 5 - 6 faculty members in their academic, teaching and research efforts. Responsibilities include managing multiple faculty calendars; scheduling of appointments and meetings; planning and organizing domestic and international travel for faculty and associated lab members including visitors, postdoctoral students, graduate students, and undergraduate students; assisting with visa related issues and scientific research permits; assist in the preparation of grant proposals and grant progress reports, including maintaining and updating CV's, biosketchs, and other support; provide editorial support on research publications, manuscripts and bibliographies; assist in academic and teaching duties including managing course information in Blackboard and preparing necessary correspondence as requested; providing administrative support, including coordinating and processing IACUC protocol submission/renewals.

Provide guidance to staff, students and research assistants on University and departmental policy. This position is often the first point of contact with staff, students and researchers and will work with them in providing guidance and mentorship to appropriately resolve procedural issues and questions. Assist departmental manager with team building, strengthening relationships and special projects.

Coordinate seminars, lectures, colloquiums and events. Responsibilities include monitoring the event budget; reserving rooms; ordering food; arranging travel for speakers and guests, ensuring travel is optimized and efficiently coordinated; advertising the event; preparing and circulating materials; and troubleshooting problems as they arise.

Assist in the on-boarding and off-boarding processes. This position is the first point of contact for new employees and visitors. Prior to arriving on campus, this position is responsible for providing on- boarding support and welcomes each employee/visitor upon arrival at EEB and coordinates their arrival with the relevant administrative staff to facilitate a seamless transition. Conversely, the office coordinator is also responsible for providing off-boarding process which includes coordinating with relevant administrative staff to facilitate a seamless off-boarding process prior to the researchers and visitors departure.


Bachelor's Degree or equivalent experience.
Minimum of five years experience in a relevant academic or administrative position is required.
Excellent organizational, interpersonal and customer service skills is required as well as the ability to manage multiple priorities.
Knowledge of Princeton University policies, procedures and systems is a plus.

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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