Manager, Administration & Operations

The Department of Physics is seeking an experienced Manager of Administration and Operations to assist the Department Chair and provide administrative leadership for a large, complex academic unit.  The Manager reports to the Chair and the Senior Department Manager and acts as their interface to many constituencies inside and outside the Department, including faculty; students; research staff; the Deans of the Faculty and the College; the Provost; and other academic and administrative units. This person consults closely with the Chair so that, to the broadest extent possible, the Manager may act as the Chair's designee in the execution of routine administrative tasks, in identifying issues requiring the Chair's intervention, and in gathering the information needed to efficiently make the required policy decisions. Under the direction of the Senior Department Manager, the Manager of Administration and Operations will provide administrative leadership and a strong focus on high-level customer service in a fast-paced, constantly evolving setting in partnership with other members of the senior staff. The Department seeks candidates who share Princeton’s commitment to excellence and who thrive in a diverse and inclusive community. Our website provides in-depth information about our exceptional educational and research environment:  https://phy.princeton.edu/. 

• Manage eight staff members: three center coordinators, three faculty assistants, and the two student administrators; analyze workflow of staff, implementing efficient processes and ensuring all work is compliant with University policy; ensure staff perform satisfactorily, address performance issues when needed, and lead career development;
• Participate in organizational assessment and planning, and provide analysis to define roles, write position descriptions, and analyze workflow; will advise on complex issues such as restructuring, reclassification, compensation, and adjustments in force, as well as facilitate reclassification and promotion processes for staff;
• Manage the administrative and logistical aspects of faculty searches;
• Oversee the appointment, orientation, onboarding, reappointment, and promotion processes for lecturers, postdoctoral researchers, fellows and professional research staff;
• Ensure the smooth and effective processing of confidential annual merit increases for all Dean of Faculty appointees;
• Provide logistical support for faculty meetings, including the handling of confidential documents;
• Monitor the visa status of all non-citizen academic employees;
• Maintain complete and accessible records (personnel files, important memoranda, departmental actions, etc.);
• Maintain listservs and office space assignments for the Department;
• Actively engage in event planning and overall support for various staff areas;
• Resolve issues and help with a variety of departmental matters as they arise.

Essential qualifications:

• A bachelor’s degree or equivalent working experience;
• At least five years of personnel management in an academic or research environment;

• Strong organizational and management skills; demonstrated project management skills; responsiveness with the ability to handle multiple tasks in a timely manner;
• Discretion, tact, and judgment of the highest order;
• Confident, articulate, and professional written and verbal communication skills;

• Strong personal initiative; self-motivated and self-directed; unwavering commitment to excellence;
• Must possess the ability to work collaboratively with department faculty, students, and staff to deliver successful and efficient daily operations;

• Demonstrate a willingness to pitch in wherever needed and a positive approach to handling changes to processes and systems;
• Advanced Microsoft Office suite skills, especially in Excel, and ability to learn new systems quickly.

Preferred qualifications:

• Knowledge of Princeton University systems a plus;
• Management experience in a higher education environment;
• Experience in a science-related academic environment a plus.

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