• Office Manager

    Requisition # 2018-8899
    Date Posted 4 days ago(6/13/2018 3:37 PM)
    Department
    Dean of College
    Category
    Administrative Support
    Full-Time / Part-Time
    Full-Time
  • Overview

    The Office of the Dean of the College is seeking an experienced administrator to serve as manager for the general functioning and business operations of the Office of International Programs and Experiential Learning (OIP & EL) and as the administrative assistant to the senior associate dean.

     

    This position will provide proactive, responsive, high-level administrative support to the senior associate dean; centralize resource management for the dean’s administrative directives; and serve as office manager and lead administrative support staff in a fast-paced environment. The manager will also act as project lead for OIP & EL-wide initiatives, prioritize workflow for regularly occurring and ad hoc projects, administer the department budget, and collaborate with unit directors and program coordinators to develop protocols and processes for the effective management of the office.

     

    Responsibilities

    Office management

    The manager provides support for the senior associate dean’s vision of international and experiential learning at Princeton, and assists in managing an office of 5 units with a total staff of 20. In this role, the manager will:

    • With the senior associate dean’s approval, design and implement administrative policies and procedures to support the efficient functioning of the office across all five units.
    • Centralize and manage the day-to-day coordination of program coordinator, front desk staff, student worker, and casual employee roles to ensure office-wide functions are performed effectively. These roles include, but are not limited to:
      • collecting international incident reports;
      • collecting and coordinating vacation/time off schedules and calendars;
      • organizing unit back-up and front-desk coverage;
      • designating building coordination;
      • ordering office supplies including coffee and kitchen supplies;
      • initiating service orders for electronics;
      • tracking miscellaneous expenses etc.
    • Coordinate and manage meeting schedules including but not limited to: OIP & EL directors’ meetings, all staff meetings; and administrative support staff meetings. Coordinate OIP & EL operational communications such as crisis phone tree, continuity of operations plan, and snow day absences.
    • Communicate with colleagues within Princeton’s international arena, within ODOC, and with other administrative units such as the Pace Center and the Title IX coordinator to learn and share best administrative practices and policies.
    • Coordinate all searches for departmental vacancies, including maintaining records related to searches, and working with the relevant program coordinator on interview schedules, communication with candidates, and interview travel arrangements. The manager also coordinates the orientation of all new employees and the departure processes for those leaving.
    • Strategically plan, communicate and manage office social events and community building.
    • Supervise front desk administrative assistant; supervise and coordinate student workers and casual employees; maintain dotted line supervisory relationship with all program coordinators in OIP & EL; maintain labor accounting and time collection for the office.
    • Track and monitor the office’s technology needs from cell phones and laptops to conference room equipment.
    • Other duties as assigned.

     
    Administrative support to the Dean

    The manager works with the senior associate dean on special projects and coordinates the dean’s meetings and schedule.

    • Manage the dean’s calendar, coordinate complex meetings, and prepare meeting materials and follow-up documents to assist the dean in accomplishing objectives and meeting deadlines; ensure the dean is kept on schedule and is appropriately briefed.
    • Serve as primary contact for the dean and exercise judgement in managing incoming requests to the office; decide on a daily basis which demands should be met, which cannot be met, which should be presented to the dean for decision; decide which inquiries can be handled directly, which should be referred to unit directors or program coordinators, which must be addressed by the dean, and which are time sensitive and need immediate attention by the dean.
    • Serve as Concur delegate for travel arrangements and expense reports for the dean.
    • Coordinate data and reports (stemming from internal or external units) on international and experiential learning at Princeton for the dean.
    • Assist dean and directors with new program initiatives as needed (Athens study abroad semester, new summer courses, embedded courses, etc.) and provide general administrative support for new program implementation.
       

    Budget and finance

    The manager monitors spending and provides regular and timely analysis of spending and available funds to the dean.

    • Review, reconcile, and initiate invoice payments for the chart strings directly controlled by the dean.  Assist other department personnel, as needed, in these duties as well. 
    • Analyze detailed financial information (e.g., revenues, expenditures, and cash management) to ensure OIP & EL and its units are operating within budget.
    • In collaboration with directors and program coordinators, reconcile expenditures for the dean’s chart strings; balance the operating budget and identify variances between actual and budgeted income and expenses at the end of each reporting period.
    • Prepare financial documents and reports in Excel in addition to running reports from the Information Warehouse.

    Qualifications

    Required Skills:

    • Ability to complete complex assignments quickly and with a high degree of quality and accuracy, respond with appropriate urgency to situations that arise, and solve difficult problems proactively and efficiently
    • Ability to anticipate schedule demands, make quick decisions, and act with poise under pressure
    • Ability to establish office-wide processes, priorities, take initiative, and meet deadlines
    • Ability to handle sensitive and confidential information with integrity, tact, and discretion
    • Excellent writing and communication skills
    • Strong computer skills (Microsoft Office applications) and experience in financial Enterprise Resource Planning such as PeopleSoft Financials
    • Demonstrated capacity for supervising staff, for managing projects independently and for coordinating or leading team-based projects
    • Appreciation for and commitment to creating and maintaining a diverse and inclusive work environment; excellent interpersonal skills
    • Ability to identify and implement workflow processes involving multiple stakeholders while promoting a positive work environment

     

    Essential Qualifications:

    • Bachelor’s degree
    • High level of proficiency with desktop computing tools such as Outlook, Word, Excel, and PowerPoint, and with system applications such as SharePoint and PeopleSoft Financials
    • Eight or more years of relevant office/program management experience; basic accounting principles required 
       

    Preferred Qualifications:

    • Relevant experience in higher education administration
    • Familiarity with international and/or experiential learning programs in higher education
    • Project management proficiency

    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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