Office Assistant

Overview

The Administrative Assistant (AA) serves as the front office staff person in the Office of Diversity and Inclusion-Campus Life; and provides primary administrative support to the Associate Dean for Diversity and Inclusion and scheduling support to two Assistant Deans for Diversity and Inclusion. The AA supports the budgetary, contractual, and scheduling management functions of the Office of Diversity and Inclusion-Campus Life and two University centers (Carl A. Fields Center and the Gender + Sexuality Resource Center). Working closely with departments reporting the Dean, Campus Life, and other campus units, the Administrative Assistant will play a critical role in the daily operations of an energetic, fast-paced, and collaborative environment.

Responsibilities
Greet and assist visitors at the front desk; Answer the main office phone, screen calls/take messages, and address and/or help resolve questions and concerns; Manage the calendars of the Associate Dean for Diversity and Inclusion and two Assistant Deans; Provide primary administrative support to the functions of the Associate Dean role; Schedule meetings and assist with programming logistics, on-site event support, website and social media updates, financial transactions/budget monitoring and reconciliation; Establish productive lines of communication among the department, students, and other stakeholders.

Provide administrative support for departmental trainings and workshops; compose and edit correspondence and take notes; Provide event support, including reserving spaces, arranging catering, creating invitations/promotional materials, registration management, etc.; Oversee the data collection/reporting processes for trainings and workshops; Assist with coordinating and planning ODI's pre-orientation program, Dialogue and Difference in Action (DDA), which includes on-site support; Organize and ensure accessibility measures for in-person and remote events; Distribute and collect post-event surveys.

Manage room reservations in the Gender + Sexuality Resource Center and Carl A. Fields Center, which includes overseeing all requests in the Event Management System (EMS), submitting building access and HVAC schedules, ensuring room set-up work orders with Facilities, providing information about the space, policies, and audio/visual capabilities, and addressing any reservation-related issues and questions; Assist with logistical and coordination support of annual graduation and commemorative events.

Strategize with senior leadership to advance ODI's project goals; Perform other duties as assigned and as needed.

Qualifications

-High level of proficiency with computers and the Microsoft Office Suite, including Word, Outlook mail and calendars, and Excel -Demonstrated ability to work autonomously and take initiative -Strong program planning skills and logistics management -Excellent problem-solving, organizational skills, and ability to quickly learn new tasks -Ability to work both independently and as part of a team -Excellent interpersonal, written, and verbal communication skills -Very strong copy-editing and proofreading ability -Discretion and the ability to appropriately handle sensitive, confidential information.

Preferred qualifications

- Knowledge of Photoshop, Acrobat, and PowerPoint - Experience in an academic environment, working closely with college/university students - Knowledge of financial operating systems (e.g., PRIME, Concur, etc.) - Experience with assessment, evaluation, and data management.

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. EEO IS THE LAW

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