Events & Office Administrator

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

Knowledge of PRIME, Concur, PeopleSoft, and Microsoft Office applications

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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