Public Affairs Coordinator

Public Affairs Coordinator

US-NJ-Princeton

Job ID: 2023-16450
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

Princeton University’s School of Public and International Affairs (SPIA) seeks a Public Affairs Coordinator.

Reporting to the Associate Dean for Public Affairs and Communications and working closely with all members of the Public Affairs and Communications team on a wide range of communications projects, this role serves the School and the Office in three capacities: event specialist, budgetary coordinator, and office coordinator.

The Public Affairs Coordinator manages special projects at the request of the Associate Dean including, but not limited to, committee representation both at SPIA and the University at large, research and creation of promotional items, and writing and compiling language for numerous web pages. The Public Affairs Coordinator works directly with the Events Manager on all event coordination from conception to completion, planning and executing events that enhance the Princeton experience for students, faculty, staff, and the public. These events range from singular meetings to multi-day visitors.

In concert with the Associate Dean, this role develops, manages and reconciles the annual budget for the Public Affairs and Communications office. The annual budget exceeds $800,000 and includes eight endowed accounts as well as general funding. The Public Affairs Coordinator is responsible for credit card purchases and reconciliation, onboarding and payment of guests and freelancers, and handling a wide range of contractual matters.

The Public Affairs Coordinator manages the calendar and travel needs of the Associate Dean and the overall organization and function of the Public Affairs and Communications team.

Responsibilities

Event Planning

Support the planning and execution of all SPIA Public Affairs events, including public talks, multi-day visitors, and conferences

Assist Event Manager with fund matching for leadership guests

Maintain a database of all guest speakers, from invited to visited

Maintain a supply of SPIA-branded merchandise to be given as gifts

Reserve on-campus rooms for meetings and events and coordinate with building services for set-up and clean-up

Coordinate visitor travel (e.g. lodging, meals, special events), ensuring logistics are optimized and efficient and troubleshooting problems as they arise

Coordinate catering of events and meetings

Manage all aspects of virtual events and meetings using Zoom, from creating links to maintaining the feed

Financial

Manage onboarding and payment of freelancers and guest speakers

Onboard suppliers, create requisitions and purchase orders, manage vendor contracts and payments of all invoices for the Office

Create and manage annual budget for Public Affairs and Communications Office

Manage endowed funds and year-end closing of Office budget including journals

Reconcile Office and Associate Dean’s expenses

Manage honoraria and other payments, and troubleshoot problems that arise at all stages of the payment process

Liaise with the Office of Finance and Treasury and potential suppliers to bring the onboarding process to completion

Monitor compliance and policy requirements and educate visitors on the guidelines and policies

Successfully navigate complex issues presented by the high volume of honoraria and freelance payments and varied nature of events and visitors

Manage the calendar of the Associate Dean

Collect, organize, and create Advisory Council report for the Office of Public Affairs and Communications

Organize weekly staff meetings for the Office

Serve as community-building committee member

Manage office supplies

Qualifications

Essential Qualifications:

Microsoft Suite

Drupal

GSuite

Professionalism and poise

Exceptional communications skills

Proven customer service orientation and a sincere commitment to hands-on problem solving

Attention to detail

Discretion

Critical thinking

Ability to manage multiple projects and assignments with competing deadlines

Tact

Diplomacy

Creativity

Team player

Awareness of diversity, equity, and inclusion

Strong appreciation and respect for academic culture

Ability to develop and manage relationships with a wide range of constituents and stakeholders, including distinguished guests and visitors

Ability to interact with the most senior leaders at the School of Public and International Affairs, faculty members, and students

Preferred Qualifications:

Database management

Event Management System (EMS)

Prime/Concur

Exceptional analytical abilities, broad knowledge of budgeting and financial management

Technically savvy and willing to learn new skills, tools, and technologies

We at the School of Public and International Affairs believe that it is vital to cultivate an environment that embraces and promotes diversity, equity and inclusion - fundamental to the success of our education and research mission. This commitment to diversity informs our efforts in recruitment and hiring as we actively seek colleagues of exceptional ability who represent a broad range of viewpoints, experiences and value systems, and who share Princeton University's dedication to excellence.

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

PI203919133