Administrative Office Coordinator

Overview:

This position is essential for ensuring the smooth and efficient functioning of the office and supporting various administrative and operational needs.

This role requires a proactive, detail-oriented individual with excellent communication skills who can successfully and efficiently handle sensitive information, use sound judgment, and manage a range of administrative tasks and projects in the office and be flexible as demands, priorities, and projects change.

The Administrative Office Coordinator will provide high-level administrative support to the Director of the center and manage special projects as assigned.

Responsibilities include a wide range of fiscal, academic, and administrative duties in a dynamic environment with competing demands and utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks.

Please submit your resume and a cover letter outlining your qualifications and interest in this position. Applications with both documents are preferred.

Responsibilities:

• Support to the Director of the Center and Special Projects (45%):
• Maintains the calendar for the Director
• Makes complex travel arrangements and itineraries
• Organizes committee and other meetings with Director and various internal and external groups
• Processes travel reimbursements
• Drafts meeting minutes and follow-up for Executive Committee, assists with other academic committees
• Maintains confidential correspondence, records and files.
• Assists with preparing teaching materials as needed.
• Manage special projects, as assigned. Current projects include:

1. Under supervision of the Director, provides high-level support and management of a interdisciplinary faculty search. This complex project requires exceptional organizational and communication skills as it involves scheduling, managing the review and dissemination of sensitive materials, and collaboration with candidates, other academic units and central administrative offices.
2. Support office renovation and building-related projects

• Financial Management (25%):
• Under the supervision of the Assistant Director, and in collaboration with the Grants Manager, coordinate some administrative aspects of the sponsored research portfolio for the center. This involves collaboration with the PI, their home department, and multiple central administrative offices.
• Reconciles accounts in Concur and PRIME for Director, Lecturers, and PIs
• Manages funds provided to student organizations and coordinates all relevant travel/accommodations for visiting speakers, procurement of event giveaways and materials, and processing expenses for related purchases.
• Serve as PRIME Requisition Creator, Initiate Supplier Requests, and Process Receiving, Honoraria, Non-PO Payments for reimbursements, and journals.
• Administrative support for the Center (20%):
• Reception for Center visitors.
• Maintains up-to-date list servs, website lists and committee rosters.
• Monitors the central email account for the Center; orders office and kitchen supplies.
• Manages space requests/calendar for classroom and common areas through EMS and requests services as needed.
• Serves as SAFE Administrator and manages student funding requests/opportunities.
• Provides support for the Center's RSE program, overseen by the Director and Assistant Director.
• People Management (10%):
• Time and Absence Management approval for all casual hourly employees.
• Process appointments and reappointments for lecturers, postdocs, visitors, and researchers.
• Responsible for the hiring and management of casual hourly employees and summer students.
• Assists with on-boarding new appointees/hires and maintains relevant on-boarding and training materials.

Qualifications:

• Bachelor’s degree or 5+ years of related internal Princeton University work experience
• Advanced level of competency with Word, Excel, PowerPoint, Google Workspace
• Excellent interpersonal and customer service skills, strong oral/written communication and financial management skills
• Exceptional analytical, problem-solving, and decision-making skills
• Highly effective organizational and project management skills with a proactive approach
• Demonstrated ability to take initiative, prioritize, manage multiple projects simultaneously, and work independently
• Ability to exercise good judgment, maintain confidentiality, and handle sensitive information in a discrete manner
• Adaptability to special requests and changes to scope of project

• Experience working with in a higher education environment
• Knowledge of Princeton University policies and business applications (e.g. Concur, Prime, Canvas, SAFE and Peoplesoft) a plus
• 5+ years of related work experience

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-JD1