The executive assistant and budget manager provides executive administrative support and serves as an administrative partner to the dean of admission and financial aid. The EA-BM oversees all administrative functions of the dean's portfolio including HR functions and budget in connection with the ODOC senior dean.
The EA-BM serves as the first point of contact for access to the dean and helps manage the day-to-day operations of the office. As such, the EA-BM is expected to demonstrate a high level of professionalism, initiative, diplomacy and ability to exercise sound independent judgment and discretion in support of the dean and the office. This role requires a proactive, detail-oriented individual with excellent communication skills who can successfully and efficiently handle sensitive and confidential information, independently manage a range of administrative tasks and projects in the office and be flexible as demands, priorities, and projects change.
Responsibilities for this position include a wide range of fiscal, academic, and administrative duties in a dynamic environment with competing demands therefore utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks is required.
Executive Support
Proactively organizes the daily workflow of the dean including the management of calendar and travel arrangements. Triages email and other incoming requests and independently prepares correspondence for the dean's signature. Oversees the creation of executive reports and presentations for the dean in preparation for the president, board of trustees, dean of the college and dean of the faculty. Works closely with the president's executive assistant to provide timely information for the president's review. Independently conducts research, gathers materials and creates talking points (as needed) for the dean's campus meetings.
HR and Budget Management
Leads financial management of the department under the dean’s oversight: monitor budget, track progress for various admission programs and prepare reports on a monthly basis for the dean's review. Works with contracts department to ensure compliance. Manages payment of departmental invoices. Leads Concur expense reconciliation for the department. Leads HR processes including the preparation of position descriptions and postings and assists with initial screenings. Manages HR compliance pieces for the department including annual conflict of interest and confidentiality processes.
Other job duties
Works closely with members of the dean's senior team to ensure efficient workflow including (but not limited to) the purchase of computer equipment or office furniture, acquisition of necessary permits, etc.
Other complex duties and special projects as assigned.
- Bachelor's degree OR 5+ years of related internal Princeton University work experience (such as general administration and office workflow skills, compliance)
- Proven ability to take initiative and work independently on complex projects that often require a high level of confidentiality
- Careful attention to detail
- Excellent written and oral communication skills
- Proficiency with Microsoft Office Suite required
- Ability to gather, analyze, interpret and manage confidential and sensitive information with minimal direction
- Demonstrated experience with the highest level of professionalism and the ability to exercise high degree of independent judgment and discretion
- Ability to work well with various audiences at all levels of the institution including senior management, colleagues, prospective students and families, and campus partners
- Strong demonstrated experience responding with the appropriate urgency to correspondence and addressing situations that arise efficiently and effectively.
- Strong work ethic; commitment to completing work in a timely manner; flexibility and adaptability that includes a willingness to undertake both mundane and complex tasks with enthusiasm and energy. Agile learner and comfortable with ambiguity.
- Ability to accept constructive criticism and grow from it
Princeton University is an Equal Opportunity 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.
The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.
If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.
The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.