Administrative Office Coordinator

The Assistant to the Chair's office in the Department of Operations Research & Financial Engineering provides high-level administrative support to the Department Chair and the Manager of Finance and Administration. This individual acts as a resource for faculty, staff, and students on policies and procedures, offering assistance as needed. As the first point of contact for the Chair’s office, the Assistant must maintain a professional and courteous demeanor when assisting visitors and callers.

The Assistant must demonstrate sound judgment, maintain confidentiality, and remain flexible as demands and priorities change. They must also exercise independent judgment and make decisions based on established policies and procedures. This role serves as a key administrative contact for the department, liaising with central and administrative offices, including but not limited to the Dean of the School of Engineering (SEAS) and the Dean of the Faculty (DOF) offices.

Department Office Support

• High level administrative support for the Department Chair and Manager including but not limited to scheduling, travel, course support, maintenance of confidential department, faculty, personnel and advisory council files. Prepare and organize materials, reports and correspondence for department meetings. Schedule, plan and manage department meetings and special events such as advisory meetings, chair receptions, program reviews, and holiday parties.
• Keep department website pages updated for directories, news, and job openings.
• Undertake special projects and responsibilities as assigned by the Department Manager.
• Provide additional support for other administrative associates within the department during peak times (i.e. student events & academic conferences).

Professional Appointments

• Support recruiting efforts for faculty searches and all other professional DOF appointments such as lecturers, research and technical staff. This will include liaising with faculty committees, department chairs and managers to plan and coordinate candidate visits, travel, schedules and job talks.
• Prepare and submit new faculty, research and technical staff appointments, reappointments and promotions. This includes reviewing applications for completeness, assisting candidates with the application process when needed, organizing and distribution of candidate materials and preparation of search reports.
• Prepare department materials for faculty and research appointments, reappointments and promotions with a high degree of accuracy in accordance with process guidelines for submission to the DOF.
• Manage the onboarding and employee exit processes. This position is the first point of contact for new employees and visitors. Prior to arriving on campus provide support and welcome each employee/visitor upon arrival and coordinates with the relevant administrative staff to facilitate a seamless transition. Conversely, providing off-boarding process which includes coordinating with relevant administrative staff to facilitate a seamless process for their departure.

Facilities Coordinator for Sherrerd Hall

• Act as Assistant Safety Coordinator including periodic review and update of the department’s continuity of operations plan and emergency preparedness procedures and certify they are implemented properly.
• Manage office renovations and building-related projects throughout its lifespan; including ongoing execution and oversight of punch lists.
• Point of contact as department facilities coordinator for all department service work requests including emergency service calls and building services (i.e. emergency repairs (internal and external suppliers), moving, locksmith, painting, lighting, heat/air, phones, main copier, etc.)
• Coordinate with manager the logistics of the department’s physical space. This includes office assignments and shared spaces and make recommendations. Serve as a resource for occupants and guests of the building. Continually monitor access of space and maintain list of building keyholders.

Financials

• Manage budgets for department seminars, lectures and events.
• Review and reconcile monthly department fund accounts for accuracy. Create journals and troubleshoot discrepancies.
• Prepare invoice payments to vendors and guest reimbursements using Prime Financials and Concur platforms.
• Maintain individual travel and expense credit card and Chair’s expenses in Concur.
• Department supply orders

Essential

• A bachelor's or associate's degree and/or equivalent years of related work experience.
• Possess excellent proofreading, and data management skills, strong interpersonal skills, proven excellent written and oral communication skills, and discretion in dealing with confidential material.
• Demonstrated ability to prioritize workflow, excel in time management, and maintain oversight of multiple responsibilities with exceptional precision and attention to detail. Ensures tasks are completed accurately, thoroughly, and on time, while assuming full responsibility for outcomes.
• Ability to learn and acquire proficiency in the use of University business applications required for this position.
• Demonstrate proficiency in MS Office applications, including a working knowledge of Excel for budgeting and scheduling.
• Demonstrated ability to act independently as well as perform as a team player.
• Ability to plan and execute various departmental events (advisory council, chair receptions, program reviews, holiday party etc)
• Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures.
  

Preferred

• Experience with the university’s business applications (PRIME, PeopleSoft, CONCUR, Interfolio) is a plus
• Administrative experience in higher education preferrerd.

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