Academic & Financial Assistant

Academic & Financial Assistant

US-NJ-Princeton

Job ID: 2022-15907
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Department of Music seeks a highly motivated, detail-oriented person to fill the newly-created role of Academic and Financial Assistant. Reporting directly to the Business Manager, this position works closely with the Academic Administrator and the Assistant to the Chair to provide academic, administrative, and financial support to faculty, staff, and students in the Department.

This position serves as the central point of contact for faculty, staff, students, and guests of the department, and provides ongoing support with the daily financial and academic administration processes related to contracts, budgets, faculty and student funding support, and other operational functions essential to the administration of our department's various programs and degrees at both the graduate and undergraduate levels.

This is a full-time, benefits eligible position.

Responsibilities

Financial Support

-Processes financial transactions; non-PO payments, honoraria, limited engagements, expense reimbursements for faculty, staff, students, programs, and performance ensembles, and special events.
-Initiates and serves as point person for supplier onboarding process for domestic and foreign guests and independent contractors.
-Primary purchaser for the department's office supplies, food and beverages, and office furniture.
-Coordinates occasional travel and housing arrangements for guests, visiting faculty, and artists as needed.
-Reconciles credit card charges in Concur for self and faculty credit cards.

Academic Support

-Supports curriculum planning and artistic planning committees, tracking progress and meeting internal deadlines as well as deadlines for the Graduate School, the DOF, and the Registrar's office
-Coordinates capital projects, ensuring faculty and staff spaces are adequate
-Provides academic and financial assistance to faculty, students, and guests as needed
-Purchase and maintain materials and supplies stock and monitors class budgets.
-Maintain canvas sites as needed; post course materials, announcements, purchase books, communicates with students, pull class rosters, maintain daily class schedules, print materials for faculty and AIs as needed
-Processes financial transactions including payments, reimbursements, travel for guests, students and faculty.

Office and Facility Administration

-Maintains office supplies, kitchens, pantries, mailrooms, and all common spaces in both Woolworth and Effron buildings.
-Processes and follows up on facility work orders.
-Monitors main phone line, answers questions, provides information to walk-in guests and prospective students.
-Maintains database for faculty and staff contact lists including email and phone numbers, and financial and academic archival files.
-Enters space reservations into EMS and Arts Vision as needed and monitors requests for spaces in EMS.
-Distributes and tracks keys, locker combinations, and SALTO access for all department buildings
-Coordinates various in-house and off-campus events, receptions, meetings and manages RSVPs and VIP lists.

Qualifications

Position requires:

• Minimum 3 years experience working in a financial, artistic, performing arts, or higher education environment
• Demonstrated commitment to building an inclusive, forward-thinking, collaborative culture within the team
• Strong interpersonal skills, including poise, diplomacy, and discretion
• Excellent communication skills (written and verbal)
• Demonstrated ability to handle multiple assignments and respond quickly to changing organizational needs and priorities with a positive outlook and friendly demeanor
• Ability to work both independently and with others, with high personal standards representative of Princeton University's commitment to excellence
• Must be pro-active and interested in seeking better solutions to existing procedures and policies
• Ability to build strong relationships and work closely with faculty, students, and staff from diverse backgrounds
• Comfortable with technology, and able to quickly and independently learn new platforms
• Strong organizational skills, attention to detail, and creative problem-solving
• Demonstrated desire to be a strong, contributing member of a professional team of administrators
• Understanding of the values and mission of the department and of Princeton
• Must be available to attend occasional evening concerts/events

The ideal candidate is open-minded about music from all over the world, has an interest in or passion for music, and has had previous experience with any of the following systems and/or programs:

• Prime Financials: Requisitions, non-PO Payments, Financial Reporting, Prime Marketplace
• Concur: Expense reports, Credit card reconciliation, Travel
• Independent Contractor Policy, Buying & Paying Policies, Supplier/Payee Management/Onboarding
• Canvas
• EMS Space Reservation system
• Arts Vision
• SAFE (Student Activities Funding Engine)
• Course Administration System
• Microsoft Office applications; Word, Excel, Outlook, OneDrive

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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