Administrative Coordinator - ref. q5984723

Overview:

In addition, the Administrative Coordinator will manage the day-to-day operations of the office including responsibilities for scheduling, communications, correspondence, event planning, logistics, and meeting support to facilitate the achievement of the Office of Institutional Equity and Diversity's strategic and operational priorities.

The successful candidate will take a proactive approach to anticipate the needs of the three senior members and exercise autonomy for a number of complex responsibilities. The Administrative Coordinator must be able to respond with appropriate urgency to situations that arise and solve difficult problems efficiently and effectively, exercise a high level of judgment, integrity, and discretion in handling confidential information, and be the consummate professional in interacting with all levels of individuals internal and external to the University.

This position is required to work on campus five days a week during normal business hours (8:45-5:00 during the academic year and 8:30-4:30 in the summer). Work outside normal business hours is sometimes required with advance notice.

Applicants are required to submit a cover letter for full consideration.

Information about the office and the University's values and programs to support diversity, equity and inclusion can be found at https://inclusive.princeton.edu/.

Responsibilities:

• Provides high level, confidential administrative and project-specific support to the Vice Provost, Associate Provost and Director to facilitate key University initiatives and priorities.
• Manages calendars including scheduling and organization of the OIED senior members' appointments with cabinet officers, senior administrators, faculty, students and other constituents.
• Handles coordination and scheduling for the Institutional Equity Planning Group, Senior Diversity Practitioners Group, and numerous cross-institutional committees and working groups. Also supports cross-institutional working group activities and logistics such as focus groups and other related projects.
• Drafts correspondence and assists with email. Compiles and distributes materials in advance of and following meetings, including coordinating follow-up actions. Assists in the preparation of presentations that effectively communicate key messages.
• Develops travel itineraries including travel arrangements, accommodations, support documentation and reimbursements.
• Supports email lists, listservs, and other methods for updates and open communication that support information sharing for campus constituencies.
• Supports content on the Inclusive Princeton website, ensuring it is up to date, relevant, and organized. Coordinates additional communications related tasks.
• Manages the OIED Sharepoint and other collaborative sites and document repositories including managing user permissions, organizing and updating folder structures, and resolving issues.
• Compiles information and content for inclusion in proposals, strategic documents, and reports.
• Plans and executes campus-wide events, large-group meetings, professional development/educational workshops and special programs including managing budgets, space reservations, speaker coordination, travel, catering, advertising, technology set-up and other related logistics.
• Partners with the Office of the President to organize dedication events in support of the CPUC Naming Committee and History and Sense of Place Initiative.
• Coordinates Community of Practice gatherings for cabinet officers, Diversity and Inclusion practitioners, and academic climate committees.
• Provides logistical and planning support for annual professional development retreats for Diversity and Inclusion practitioners and academic climate committees.
• Case management - data entry/monitoring/tracking/reporting:
• Receives and records all bias-related complaints and reports from various sources and logs into claims management system (CMS).
• Uses independent judgment to categorize matters across tailored fields to enable effective tracking and reporting, and uploads relevant documentation to electronic files in CMS and other relevant document repositories.
• Communicates with complainants and relevant University offices regarding bias-related matters received, as appropriate.
• Tracks progress of all bias-related matters, prioritizes open matters, and organizes and logs University Title VI hostile environment assessments and mitigation efforts.
• Ensures accuracy and integrity of data in CMS for internal and external reporting.
• Generates various reports from CMS on a weekly basis. Also generates reports and compiles documentation for the bias annual report, special projects, and ad hoc report requests.
• Liaises with internal and external partners and attends relevant training opportunities to promote effective usage of CMS.
• Supports the Office of the Provost as part of the administrative support team, including occasional main office coverage.
• Complete other planning activities and short-term projects as assigned.

Qualifications:

• Bachelor's degree or equivalent experience
• 5 years of experience in supporting executive-level management
• Superior organizational and administrative skills, with excellent attention to detail
• Demonstrated ability to take initiative, set priorities and manage time effectively; demonstrated success handling competing priorities and able to thrive in a fast-paced environment
• Excellent interpersonal skills, with a strong service orientation; ability to communicate effectively with a diverse range of people and develop trusted relationships with administrative support staff across the institution
• Strong work ethic; flexibility and adaptability that includes a willingness to undertake both mundane and complex tasks with enthusiasm and energy
• Excellent computer skills including advanced proficiency using the Microsoft Office suite of applications (Word, Excel, Access, PowerPoint)
• Excellent listening, written and verbal communication skills
• Ability to cultivate collaborative relationships in Princeton's diverse community of students, faculty and staff
• Ability to maintain a high level of professionalism, exercise excellent judgment, discretion and business etiquette; maintain professional standards in handling sensitive and/or confidential information
• Ability to function effectively in a team environment and to serve as a visible, positive role model
• Strong analytical, problem-solving and data gathering skills
• Ability to maintain objectivity and treat all individuals with respect and empathy

• Familiarity with University systems: Concur, PRIME, Cognos, OnBase, and HR Acuity
• Familiarity with website CMS and accessibility
• Familiarity with Microsoft SharePoint and document sharing programs, such as Google Docs
• Familiarity with design and presentation programs, such as Adobe Photoshop, Adobe Acrobat, Canva, and Prezi

KNOW YOUR RIGHTS

1. 25

Eligible for Overtime: No

Benefits Eligible: Yes

Probationary Period: 180 days

Essential Services Personnel (see policy for detail): No

Physical Capacity Exam Required: No

Valid Driver’s License Required: No

• #LI-ZY1