Administrative Assistant

Administrative Assistant

US-NJ-Princeton

Job ID: 2023-16494
Type: Full-Time
# of Openings: 1
Category: Alumni Relations and Development

Princeton University

Overview

Alumni Engagement works to inform, inspire, involve and connect Princeton’s global community of approximately 97,000 undergraduate and graduate alumni around the world and in the life of the University. The Administrator for Alumni Engagement provides broad-based administrative and operational support to two departments: Alumni Communities and Reunions.

This position works across the teams to support collaborative high-profile alumni programs and events that support a lifetime of engagement by alumni with the University and with each other.

Reporting to the Director of Alumni Communities, the Administrator interfaces with a myriad of alumni, volunteers, faculty, staff, students, outside organizations and individuals.

Responsibilities

Administrative and Operational Support to the Director, Alumni Communities and Director, Reunions

• Provide administrative support including assistance with scheduling (Outlook calendar), expenses, travel arrangements and itineraries.
• Serve as a centralized administrative resource for each department.
• Ensure accurate coding of volunteers in database across teams.
• Ensure Alumni Association website reflects updated information.
• Manage, coordinate and track volunteer stewardship efforts to ensure consistency
• Submit invoices to Shared Services and reconcile monthly department credit card statements.
• Reconcile Absence Management for staff.
• Prepare agendas, reports and materials for meetings with alumni volunteers.
• Assist with research and reporting for teams.
• Design, create and send broadcast emails to alumni; track responses.
• Process space reservations in Event Management System (EMS) for staff and volunteer planning meetings and events held on campus
• Order supplies and assist with mailings fore regional and class events

Event Logistics and Support

• Assist, as needed, with planning, logistics, and staffing for all alumni events including Pre-rade, Tiger Tailgate, Alumni Day, Reunions, and regional events.
• Support various Reunions related projects such as permitting, space reservations, student task assignments, materials management, and provide customer service for general inquiries.

Specific Team Projects/Assignments

• Work with Advancement Communications to update and streamline volunteer resources; coordinate projects across teams.
• Support senior leadership to identify and track metrics to measure success of alumni engagement across teams.

Qualifications

• Excellent communication (written and verbal) and interpersonal/customer service skills are required. Must demonstrate cultural competency skills and experience working with diverse populations.
• Exceptional organization skills and ability to manage multiple priorities simultaneously under deadline pressure is required. The ability to plan ahead and anticipate needs while exercising flexibility and adaptability.
• Accuracy, close attention to detail, exceptional follow-up skills, the ability to adhere to deadlines, and discretion in dealing with confidential material.
• Strong work ethic with ability to collaborate and work in an open office setting.
• A high level of proficiency working with computer programs, tracking and managing large amounts of data, and working with the Microsoft Office suite of applications software, including Word, Excel, and PowerPoint.
• 3-5 years strongly related experience. A Bachelor's degree or equivalent and 1 plus years relevant work experience may be substituted for years of experience
• Ability to work occasional evenings and weekends.

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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