Events & Office Administrator
- Employer
- Princeton University
- Location
- New Jersey, United States
- Salary
- Salary Not specified
- Date posted
- Jan 27, 2023
View more
- Position Type
- Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
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Events & Office Administrator
US-NJ-Princeton
Job ID: 2023-16330
Type: Full-Time
# of Openings: 1
Category: Administrative Support
Princeton University
Overview
The English Department seeks a highly organized individual to plan departmental in-person and virtual events and provide administrative support to faculty, students, and department visitors. The individual will manage all events including, but not limited to, conferences, departmental functions, public lectures, lecture series, special visitors, workshops, and graduate colloquia. This position will also support faculty recruitment efforts, which will involve managing confidential information, coordinating with faculty search committees, department chair and manager. They will work with various university departments and off campus vendors to organize events. The EOA will also provide administrative support for the department and be responsible for essential financial functions such as onboarding suppliers, requisitioning purchase orders, initiating honoraria and other payments, and trouble-shooting problems that arise at all state of the payment process. The position requires strong communication skills, and the ability to complete complex assignments quickly, independently, and proactively. The Events and Office Administrator must have superior organizational skills and be able to manage and prioritize multiple, simultaneous projects and tasks. They will need to demonstrate a high degree of professionalism, tact and discernment, use sound judgment, maintain confidentiality, and be flexible as demands and priorities change.
Responsibilities
-
Manages all logistics for events,
conferences, workshops including booking rooms, facilitating, and
organizing guest travel and accommodation, catering, advertising,
and technology set-up. The events administrator provides on-site
supervision of all events to ensure they run smoothly. (Note: The
English Department hosts several major events per year, generally
with budgets in excess of $50,000. Complex international travel and
other arrangements need to be made for conference attendees.
Additionally, the department hosts two prestigious public lectures
each year – the Faber and Said Lectures. Due to their high-profile
nature and the prestige of the visiting speakers who deliver them,
these always are of a non-routine nature and their facilitation by
the Events Administrator require an in-depth knowledge, tact and
discernment.
Supports faculty recruitment
efforts. The Events Administrator is the first, non-faculty,
contact for job candidates and works with each candidate to arrange
the job talk, create an itinerary and sends out invites to faculty
and graduate students.
Advises faculty and student event
organizers and resolves problems.
Provides event support to the
Undergraduate and Graduate Administrators.
Sets up zoom links for virtual
events and meetings and manages and maintains the feed during the
event, including streaming or projection.
Manages events communications:
creates announcements/invitations and via e-mail, department, and
affiliated department websites. Updates and distributes a weekly
newsletter and supervises student workers with distribution of
promotional materials on campus.
Maintains and updates
departmental events calendar.
Oversees requests for
departmental spaces in EMS.
Represents the English Department
at Events Coordinators’ meetings.
Onboards suppliers, requisitions
purchase orders,
Assists with job candidate search
process – organizing travel, interviews and itineraries.
manages honoraria and other
payments, and trouble-shoots problems that arise at all stages of
the payment process. Liaises closely with F&T and potential
suppliers to bring the on-boarding process to completion. Keeps
up-to date with compliance and policy requirements. Inform guests
of current visitor guidelines and policies. The department deals
with a large number of honoraria and freelance payments each year
and because of the very varied nature of events and visitors these
can often present complex issues.
Manages event budgets using PRIME
financials/Concur and completes all fiscal transactions. Develops
and updates event budgets in Excel spreadsheets and PRIME
financials and provides updates to event organizers. Ensures
expenses (including grant expenditure) are compliant and charged to
correct chartstrings.
Assists with job candidate search
process – organizing travel, scheduling interviews and drafting
itineraries.
Assists the Business and Finance
Manager with hiring graduate students.
Supervises graduate and
undergraduate student workers.
Coordinates telephone services
for department faculty and staff.
Provides administrative support
to faculty as needed relating to teaching and other departmental
responsibilities.
Provides backup support to other
staff positions and performs as a team-player by acting as a
back-up for both the graduate and undergraduate
administrators.
Greets, assists, and responds to
telephone calls from, diverse groups of visitors and students as
well as internal contacts at all levels of the university.
Provides office support for the
English department by ordering supplies, overseeing copy machines,
maintaining the coffee station, processing Federal Express and UPS
mailings through the EShipGlobal system, and receiving and
distributing department mail.
Reserves on-campus rooms, places
orders with building services, the Digital Print Center, and other
entities both on and off campus.
Qualifications
ESSENTIAL: Strong organizational skills and the ability to prioritize multiple tasks and work independently in a fast-paced environment, with careful attention to detail. Excellent oral and written communications skills. The ability to make sound judgments Ability to communicate effectively with a broad set of “customers” including faculty, staff, students, other departments within the university, visitors to the department, and outside vendors. Inter-personal skills that are reflected in a professional manner and the ability to work collaboratively with a diverse group of individuals. Excellent time-management skills.
PREFERRED: Bachelor’s degree
PI202366360
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