Administrative Assistant

2017-8271
4 days ago
Department
Dean of College
Category
Administrative Support
Full-Time / Part-Time
Full-Time

Overview

This position serves as administrative assistant to the senior associate dean responsible for academic advising and academic standing and oversight of the residential college program for the Dean of the College.

 

The assistant manages the dean’s calendar, schedules and prepares materials for standing meetings, and responds with judgment and discretion to queries from a broad range of campus offices, academic departments and external constituencies. This individual is also responsible for coordinating many aspects of both the residential college program and the advising program, as well as the independent production and publication of handbooks and training materials.

 

This role requires superior organizational and communications skill and an ability to manage complex projects independently.

Responsibilities

Administrative support to the senior associate dean:

  • Coordinate the dean’s schedule and prepare meeting materials and follow-up documents to assist the dean in accomplishing objectives.
  • Initiate communication, handle correspondence, and reply as appropriate to phone, paper, or electronic inquiries on behalf of the dean. 
  • Communicate effectively on behalf of the office with all aspects of the university community from students and faculty to the President’s office.
  • Independently keep track of priorities and takes responsibility for coordinating the calendar of communications with the residential colleges and academic departments.
  • Process and maintain highly confidential material.

Support for the residential college program:

  • Organize meeting schedule and produce materials for the Council of College Heads.
  • Support appointment and application process for all college positions, including college head, faculty fellows and resident graduate students.
  • Coordinate search process and interview schedules for staff vacancies.
  • Organize materials for the Shapiro prize.
  • Co-ordinate Dale awards selection process and awards dinner.
  • Responsible for college peer tutoring payroll.
  • Prepare and maintain updated letters, forms, and templates used by the residential colleges; maintain shared drive.

Coordination of academic advising programs:

  • Edit and maintain all advising publications including the Freshman Academic Guide, Academic Advising Handbook, the Departmental Representative’s Advising Handbook, the AP table, and quarterly newsletters.
  • Coordinate all aspects of first year course registration with the Office of the Registrar.
  • Coordinate all online placement tests and process results.
  • Review and update the electronic matriculation process.
  • Responsible for the Academic Expo advising event, working with Undergraduate Student Government and all departments and programs.
  • Process appointment and payroll for approximately 90 faculty advisers and maintains database. 
  • Prepare materials and slides for adviser training; responsible for setting up all training events.
  • Organize advising lunches and agenda for faculty advisers and departmental representatives.
  • Maintain the advising calendar and set deadlines and reminders for academic departments; updates all information and communications related to advising processes.
  • Review all correspondence from colleges for accuracy and consistency.
  • Respond to routine queries from students, faculty and staff; exercise judgment in bringing urgent matters to the dean’s attention.

  

Additional responsibilities

  • Project management for special initiatives or committee work as needed.
  • Work with the President’s office to coordinate activities related to the Princeton Pre-read
  • Support the work of the Faculty Committee on Examinations and Standing as needed.

Qualifications

Essential Qualifications:

 

  • Bachelor’s degree or equivalent experience
  • 5 or more years of relevant experience supporting a senior administrator or program
  • Ability to take initiative, work independently, take ownership of complex projects, establish priorities and meet deadlines
  • Must be a creative and flexible problem solver
  • Highest levels of professional judgment, discretion and competence
  • Strong work ethic, with high degree of personal responsibility and reliability
  • Excellent oral, written and interpersonal skills
  • High level of proficiency with Outlook, Word, Excel, PowerPoint, SharePoint and Drupal
  • Proven ability to develop and maintain professional, collaborative working relationship with a wide range of university offices

Preferred Qualifications:

 

  • Experience working in higher education
  • Knowledge of Princeton and Princeton’s administrative structure
  • Experience with Princeton’s system applications, including PeopleSoft

 

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

ADM, 040

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

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