The Department of Ecology and Evolutionary Biology (EEB) seeks an office coordinator to provide a high level of administrative support to the department. Reporting to the department manager, the administrative office coordinator is primarily the first point of contact for staff, students, postdoctoral researchers and visitors. While managing multiple and competing deadlines, this position will: 1) provide support to a group of 5 - 6 faculty members in their academic, teaching and research efforts, 2) support the department manager, 3) serve as a mentor and resource for staff, students, visitors, and postdoctoral researchers on policy and procedural issues, 4) assist with faculty lab setup and provide ongoing support, 5) event management and planning for symposiums and conferences including preparation of outreach materials and arranging travel, 6) coordinate internal departmental on-boarding and off-boarding processes, and 7) assist in special projects as needed.
Provide high level support to a group of 5 - 6 faculty members in their academic, teaching and research efforts. Responsibilities include managing multiple faculty calendars; scheduling of appointments and meetings; planning and organizing domestic and international travel for faculty and associated lab members including visitors, postdoctoral students, graduate students, and undergraduate students; assisting with visa related issues and scientific research permits; assist in the preparation of grant proposals and grant progress reports, including maintaining and updating CV's, biosketchs, and other support; provide editorial support on research publications, manuscripts and bibliographies; assist in academic and teaching duties including managing course information in Canvas and preparing necessary correspondence as requested; providing administrative support, including coordinating and processing IACUC protocol submission/renewals.
Provide guidance to staff, students and research assistants on University and departmental policy. This position is often the first point of contact with staff, students and researchers and will work with them in providing guidance and mentorship to appropriately resolve procedural issues and questions.
Assist Department manager with team building, strengthening relationships and special projects.
Coordinate seminars, lectures, colloquiums and events. Responsibilities include monitoring the event budget; reserving rooms; ordering food; arranging travel for speakers and guests, ensuring travel is optimized and efficiently coordinated; advertising the event; preparing and circulating materials; and troubleshooting problems as they arise.
Assist in the on-boarding and off-boarding processes. This position is the first point of contact for new employees and visitors. Prior to arriving on campus, this position is responsible for providing on- boarding support and welcomes each employee/visitor upon arrival at EEB and coordinates their arrival with the relevant administrative staff to facilitate a seamless transition. Conversely, the office coordinator is also responsible for providing off-boarding process which includes coordinating with relevant administrative staff to facilitate a seamless off-boarding process prior to the researchers and visitors departure.
Essential Qualifications:
Bachelor's degree and equivalent work experience of 5+ years.
An analytical and data-informed approach to problem-solving and decision-making.
Excellent judgment, discretion, and attention to detail.
Demonstrated sensitivity to the needs and concerns of a diverse population.
Capacity to work independently and prioritize multiple complex projects simultaneously.
Excellent organizational skills and project management skills.
Effectiveness in collaboration and in teamwork.
Proficient in Microsoft Suite (Word, Excel, PowerPoint)
Preferred qualifications:
Knowledge of Princeton University's administrative procedures and policies.
Princeton University is an Equal Opportunity 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.
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.