Department Office Support III

2017-8187
2 weeks ago
Department
Woodrow Wilson School
Category
Administrative Support
Full-Time / Part-Time
Full-Time

Overview

The Woodrow Wilson School of Public and International Affairs (WWS) seeks a full-time Office Assistant to join its Graduate Program Office (GPO) team. The successful candidate will assist with a broad range of year-round activities in support of about 200 graduate students of public policy.   

Responsibilities

Academic Support:

The person serves as the first point of contact for students and visitors to the office, and should therefore be cheerful, courteous, and diplomatic. He/she will sort and distribute incoming mail for students and GPO staff; help to maintain student files; assemble and distribute qualifying exam materials twice a year; reserve rooms and order lunches; occasionally reserve classrooms and arrange for audio equipment; and keep the GPO and related websites up to date. In support of the Associate Dean for Graduate Education, he/she will manage appointments through WASS and direct requests, help to prepare reports related to curricular needs, and draft student letters. Working closely with the Associate Director for Graduate Student Life, he/she will help to organize an annual Students and Alumni of Color weekend, fall Orientation activities, and the Junior Summer Institute (JSI), and provide overall support to WWS graduate student organizations.

 

Travel and Finances:

Work closely with the Associate Director for Finance and Administration to coordinate student travel arrangements, primarily for field research during the fall break; reconcile credit card statements; book hotel and travel reservations for visitors; and process reimbursements for students, staff and visitors. Carry out similar travel, logistical and financial responsibilities in support of JSI. These responsibilities require familiarity with the university funding systems: Prime, Concur and SAFE.   

 

Summer Programs:

Provide comprehensive support to three summer programs: a seven-week program for undergraduate students affiliated with the PPIA national network (JSI); a seven-week summer program for mid-career students (MPPs); and a three-week Math Camp for incoming masters and PhD students. For these programs, the responsibilities are similar to those outlined above.

Qualifications

Requirements

The successful candidate must be team-oriented, flexible, have a sense of humor, and possess sound judgment and discretion with confidential data.

He/she should have: excellent verbal and written communication skills; proficiency in Microsoft Office applications such as Word, Excel, and Outlook; the ability to learn software packages and programs and adapt to ongoing changes in technology and procedures; excellent organizational and problem-solving skills; the ability to work independently and under pressure; and the willingness to work occasional evenings.

 

High school diploma or equivalent and 4-5 years of relevant experience is required.

 

Associates degree and previous university experience and knowledge of Prime, Concur, SAFE, and Drupal and are strongly preferred.

 

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. EEO IS THE LAW

Salary Grade

BOS, 030

Standard Weekly Hours

36.25

Eligible for Overtime

Yes

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

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