Office Assistant, Alumni Engagement

Office Assistant, Alumni Engagement

US-NJ-Princeton

Job ID: 2022-16035
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

Within Alumni Engagement, the Office Assistant is a key point of contact for Princeton’s 98,000 alumni. Located in historic Maclean House, the on-campus home for alumni, the OA provides high-quality administrative support to the Alumni Council, the governing body of the Alumni Association of Princeton, and the Alumni Visit Program. In addition, the OA’s role is to make sure that Maclean House is a safe, clean, accessible, and welcoming environment for alumni, staff, campus partners, and visitors.

Princeton University Advancement works to inform, inspire, and involve Princeton’s global community of alumni, parents, and friends in ways that enable the University to fulfill its mission of advancing learning through scholarship, research, and teaching to serve humanity.

Responsibilities

Administrative Support for Alumni Council

Provides administrative support to the Director of Alumni Council Operations by:

• Assisting with planning, implementation and participation in the in-person and virtual Alumni Council meetings held throughout the academic year
• Generating Stripes reports and code volunteer service.
• Creating meeting materials using Word, Excel and PowerPoint tools.
• Processing travel expenses for alumni volunteers and expense reports for the Director of Alumni Council Operations.
• Building and distributing an email merge letter for AC dues collection, including depositing and tracking payments.
• Responsible for the administration of the Awards for Service to Princeton and Nominations Committees.
• Managing email listservs.
• Providing backup assistance as needed, to the Administrative Assistant, Alumni Engagement (who reports to Deputy VP and Assistant VP for Alumni Engagement.

Alumni Visit Program

• Provide administrative support to the Director of Alumni Council Operations for the Alumni Visit Program that welcomes alumni and their children and grandchildren interested in applying to Princeton by:creating timely materials for a productive, tailored on-campus visit; graciously welcoming the family at Maclean House; stewarding campus colleagues who provide support for the program.

Reception/General Office Administration

• Greet visitors, answer phone, email and in person inquiries promptly and effectively, direct visitors in a helpful, courteous and efficient manner; maintain lobby waiting area in neat appearance.
• Coordinates usage of Maclean House by external parties.
• Manage conference room reservations system, using EMS scheduling online and Outlook and including set-up of meeting rooms in house when necessary.
• Communicate with senior leadership providing information regarding special events in Maclean House.
• Responsible for ordering office supplies for Maclean House.
• Maintain all office equipment such as copiers, fax machines and schedule shredding collections.
• Other duties as assigned.

Facilities, Repairs and Maintenance

• Management of the overall appearance and operations of Maclean House.
• Coordinate facility work orders related to maintenance and repairs for the building, monitoring internal ticketing system and coordinating with campus partners and outside vendors.
• Serves as Building Access Coordinator for Advancement/Maclean House staff, temps, and contractors/vendors; partnering with Public Safety and Site Protection.
• Coordinate special requests with cleaning staff.

Qualifications

• High School degree and at least three years of relevant practical experience
• Ability to take direction well, think through processes and procedures, making recommendations for improvement as necessary to ensure a smooth operation.
• Strong oral and written communications skills and interpersonal and customer relations skills.
• Demonstrated high degree of accuracy and attention to detail.
• Demonstrated proofreading skills.
• Strong computer skills, including demonstrated skills in the Microsoft Office suite, calendaring and email functions and web browsers and applications and the ability to successfully learn new applications.
• Demonstrated ability to problem-solve, exercise independent judgment and make appropriate decisions based on established policies and procedures.
• Discretion in dealing with confidential information.
• Demonstrated ability to work well independently and as part of a team.
• Ability to work evenings and weekends, as well as “all hands-on deck” events including Reunions, Alumni Day and all alumni conferences/events as needed.

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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