The Princeton School of Public and International Affairs (SPIA) at Princeton University is seeking a full time Administrative Assistant who will provide a wide variety of administrative support to numerous faculty members who are joint with other departments, visiting lecturers and center directors.
The successful Administrative Assistant must demonstrate a high degree of professionalism in a fast-paced environment, exercise independent judgment and strong organizational skills, while being flexible as demands and priorities change. This position collaborates closely with other department staff, as well as colleagues across campus and vendors/collaborators outside the University.
Faculty Related /Academic Support
• Assemble and collate course materials, manage information and readings on Canvas; place and process orders for books, articles, and desk copies; order and coordinate the AV equipment for classrooms; distribute and collect papers and exams
Financial Support
• Arranges travel for faculty members and class speakers; processes reimbursements; reconciles faculty research accounts, and credit card statements, and runs reports regularly.
• Setting up contracts; purchase orders and non-purchase orders; onboarding suppliers.
• Orders supplies and places orders via Princeton Marketplace or uses a University-issued credit card within budgetary limits in accordance with University policy.
Event Planning
• The administrative assistant will support a center and colleagues with conferences and weekly lunch events. This will include room reservations, ordering meals, preparing materials, tracking RSVPs, managing registration and lunch tables, AV support during the events, coordinating travel arrangements and reimbursements for visitors, and contacting speakers regarding the logistics for their speaking engagement. Conferences may occur once or twice a year outside business hours.
• Will track center expenditures and assist graduate students and researchers, who have research grants, with expenditures and gathering research reports.
Other Departmental Support
• Manages the hiring process for research assistants and casual employees which includes posting positions and approving timesheets bi-weekly.
• Manages web pages for a faculty or center updates.
• Utilizes web-based programs for appointment scheduling, accounting reports, document sharing.
• Drafts and edits correspondence, handles reference letters, and assists with research related activities.
• Provides backup support to other assistants.
Essential Minimum Required Knowledge, Competencies and Abilities
• High School diploma or GED
• Three to five years of related experience, especially with financial tasks.
• Excellent organizational skills to balance a variable workload, the ability to work independently, work under pressure, be a great team player, and meet simultaneous deadlines.
• Strong analytical and problem-solving skills, attention to detail, action oriented, a sense of humor and strong integrity are essential.
• Must have excellent interpersonal and communication skills (both written and verbal) and the ability to exercise discretion in obtaining and providing factual and confidential information.
• Proficient in Microsoft Office applications such as Word, Excel, and Outlook; must have the ability to learn other software packages and web programs and should be adaptive to ongoing changes in technology and procedures.
Preferred Knowledge, Skills, Abilities, Experience, and Other Education
• Knowledge of Princeton University's systems, such as Canvas, Prime, and Concur are strongly preferred.
• Bachelor’s degree preferred.
We at the School of Public and International Affairs believe that it is vital to cultivate an environment that embraces and promotes diversity, equity and inclusion - fundamental to the success of our education and research mission. This commitment to diversity informs our efforts in recruitment and hiring as we actively seek colleagues of exceptional ability who represent a broad range of viewpoints, experiences and value systems, and who share Princeton University's dedication to excellence.
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