The Princeton School of Public and International Affairs (SPIA) at Princeton University is seeking a full-time Academic Support/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
• Arrange travel for faculty members, including class trips and external class speakers; process travel reimbursements; reconcile faculty research accounts.
•Support faculty with greater university-wide commitments by assisting with needs relating to visitor/guest travel and lodging, space and catering reservations, conference support, and more.
• Prepare and substantiate monthly expense reports in Concur.
• Set up contracts, requisitions, and purchase orders; onboard suppliers.
• Order supplies and place orders via Princeton Marketplace or use a University-issued credit card within budgetary limits in accordance with University policy.
Center Support
• The administrative assistant will support the Center for the Study of Democratic Politics and affiliated colleagues with conferences and weekly lunch seminars. Working closely with the Center Program Coordinator, this will include hotel, car, and travel arrangements, ordering meals, preparing materials and name tags, tracking RSVPs, managing registration and lunch tables, AV support during the events, reimbursements for visitors, and contact speakers regarding the logistics for their speaking engagement. Conferences may occur two or three times a year outside business hours.
• Order and maintain supplies for center lounge. Stock beverages and weekly bagel order. Help maintain clean common spaces, such as coffee machines, lounge, and conference room.
• Assist CSDP fellows and affiliated graduate students and researchers, who have research grants, with expenditures and gathering research reports.
Other Departmental Support
• Manage the hiring process for research assistants and casual employees which includes posting position in JobX and approve timesheets bi-weekly.
• Manage web pages for faculty or center updates.
• Utilize web-based programs for appointment scheduling, accounting reports, document sharing.
• Draft and edit correspondence, handle reference letters, and assist with research related activities.
• Provide 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 about 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.
• Bachelor’s degree preferred.
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.