Administrative Assistant

Administrative Assistant

US-NJ-Princeton

Job ID: 2023-16370
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Provost’s Office seeks an Administrative Assistant to provide executive-level administrative support for senior staff members. The Assistant will also manage a number of Provost Office-wide initiatives and activities.

Responsibilities

Executive-level administrative support for senior staff

- The Assistant will provide direct support for to the Deputy Provost for Resource Planning, the Vice Provost for Institutional Research, and the Associate Provost for Budget planning. He/she will be expected proactively manage and draft official correspondence, maintain electronic calendars, schedule appointments, managing university commitments and corresponding with multiple academic and administrative units regarding funds transfers, and any questions regarding each commitment.

- Other duties include, making international and domestic travel arrangements, handling confidential and sensitive information, managing and tracking budgets, purchasing, processing reimbursements and expense reports, and balancing short- and long-term priorities.

Management of office-wide initiatives and activities

The Assistant will provide general support across the Provost's Office, including but not limited to:
-Program management for institutional research inititives. This may include corrdination with outside intitutions and entities
-Serving as a direct backup to the Executive Assistant and Office Manager supporting the Provost and Vice Provost for Academic Affairs.
-Providing direct support for the Priorities Committe and Provost Budget Group and maintain all SharePoint sites and documents related to each.
-Providing backup support for other assistants in the Office of the Provost who are on vacation or leave
-Organizing events and conferences for senior staff members and for the office itself
-Handling administrative duties related to Cabinet-level and other senior staff searches

Qualifications

Essential

- The Assistant must have excellent written and verbal communication skills and exhibit a high level of professional judgment, discretion, confidentiality, and tact. The individual should be able to interact effectively with individuals and institutions from diverse cultures and different parts of the world with an appreciation for different viewpoints and an eagerness to learn from them. The individual must also be able to interact with the University’s most senior leaders, faculty members, and students. They must be a creative problem-solver who exhibits a high degree of adaptability to changing demands.
- Demonstrated ability to work accurately, with discretion and initiative in a fast-paced and demanding office, and to work as a team player are also essential. Five years or more of relevant work experience in higher education is preferred. Other qualifications that will be viewed favorably include: strong computer skills including proficiency with Microsoft applications and the ability to learn new software packages quickly; experience with website design and web content management systems; and familiarity with university financial systems. This position will require escorting visitors around campus as well as the ability to climb stairs and may occasionally require evening hours.

Preferred

- Familiarity with Princeton financial systems, including Concur, preferred.

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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