• Executive Assistant

    Requisition # 2019-9890
    Date Posted 2 weeks ago(2/4/2019 11:12 AM)
    Department
    VP for Campus Life
    Category
    Administrative Support
    Full-Time / Part-Time
    Full-Time
  • Overview

    Campus Life enhances the holistic development and educational experience for all students by complementing academic study with co-curricular opportunities that engage, enrich, and advance student learning and growth. Co-curricular learning is intentionally designed to support an integrated learning environment which provides or enhances opportunities for a student’s personal, intellectual, cognitive, emotional, social, physical, and moral development. 

     

    The Executive Assistant in the Office of the Vice President for Campus Life serves, primarily the Vice President, and secondary, the Executive Director for Planning and Administration.  The executive assistant also supports and collaborates with the office of Diversity and Inclusion as needed.

     

    The vice president has oversight responsibility for undergraduate and graduate life on campus, including the Office of Religious Life, Athletics and Campus Recreation, University Health Services, the Pace Center for Civic Engagement, the Office of the Dean of Undergraduate Students, Career Services, the Carl A. Fields Center for Equality and Cultural Understanding, the LGBT Center, and the Women’s Center. Reporting directly to the vice president are the dean of undergraduate students, the director of athletics, the dean of religious life, the executive director of health services, the executive director of the Pace Center for Civic Engagement, the executive director of Career Services, the executive director for planning and administration, and the dean for diversity and Inclusion.  The Office of the Vice President for Campus Life also oversees the University liaison to the Princeton ROTC. The vice president interacts closely with University offices including; the Office of the Dean of the College, the Office of the Dean of the Graduate School, the Office of the Provost, University Services, the Office of Housing and Real Estate, Campus Dining, Facilities, Public Safety, and others.

     

    The executive assistant to the vice president has a broad set of responsibilities, from supporting the vice president directly and managing the day-to-day operations of the office, responding to inquiries from students, parents, alumni, and others.  The executive assistant supports the vice president in a variety of activities, particularly in committee work and communications, and serves as a primary resource to other University and external offices.  The executive assistant exercises autonomy for a number of complex tasks including financial accounting.  The assistant represents the office and interacts on a daily basis with students, deans, administrators, parents, alumni, vendors, and outside callers and community visitors. Such communication requires thorough knowledge of the University, thorough knowledge of all details relating to all programs managed by the office, as well as discretion, professionalism and confidence in relaying information. The executive assistant must have the versatility to manage the vice president's calendar as well as a variety of special assignments as they arise.

    Responsibilities

    Responsibilities of the Executive Assistant to the Vice President
     

    ·         Manages a complex and dynamic calendar: responds on a daily basis to requests which can be complicated or sensitive and can necessitate an appropriate setting of expectations and prioritization. 

    ·         Fields telephone calls and visits: decides on a daily basis which inquiries can be handled directly, which should be referred elsewhere, and which must be addressed by the Vice President or the Executive Director for Planning and Administration. Responds independently to inquiries and requests for information from external sources.

    ·         Acts as communications coordinator between the Office of the Vice President for Campus Life and departments within the Campus Life organization.

    ·         Proactively acquires and maintains in-depth knowledge and understanding of the scope of each Campus Life department; demonstrates ability to respond to inquiries about projects and/or major initiatives within those departments.

    ·         Organizes and sets priorities among a variety of complex tasks, including a high volume of regularly occurring work and a constantly changing array of special projects and calendar demands.

    ·         Organizes, manages, and provides administrative support for special events and programming; undertakes research projects and collects and analyzes data as background for meetings and special initiatives.

    ·         Manages the collection, production, and dissemination of materials for meetings and events; prepares PowerPoint presentations and other materials in electronic or printed format.

    ·         Understands and is compliant with all University policies and regulations, including financial and human resources policies.

    ·         Takes initiative, proactively supporting the Vice President for Campus Life.

    ·         Is able to work independently.

    ·         Works effectively with members of the senior administration, administrative support personnel and colleagues across campus.

    ·         Is an effective, creative, and resourceful problem solver.

    ·         Identifies, prepares and compiles necessary materials to ensure that the Vice President for Campus Life has appropriate information for meetings, projects, etc.

    ·         Manages office budget and expenses, reconciles accounts, pays vendors, and maintains office supplies.

    ·         Assists with preparations for the Trustee Committee on Student Life, Health, and Athletics’ meetings and student receptions, which can require coordinating assemblage of electronic material with others, ensuring quality of the product, and communicating with the Office of the President on details of the receptions.

    ·         Arranges travel schedules, itineraries.

    ·         Updates and maintains office website.

    ·         Act as the liaison with the OIT staff member assigned to Nassau Hall

    ·         Serves as staff on committees of the office and of external offices as requested (search committees, Undergraduate Student Life Committee, Campus Life Leadership Team and Council meetings, other ad hoc committees).

    ·         Upon occasion, arranges for campus visits for prospective students and other special visitors:  identifies student tour guides; assembles information; hosts the guests.

    ·         Is available to support the Vice President for Campus Life at early morning or evening meetings when necessary.

     

    Qualifications

    ESSENTIAL QUALIFICATIONS:
     

    ·         B.A. or the equivalent years of experience

    ·         Five to ten years of relevant experience

    ·         Ability to handle multiple tasks within a heavy workload with grace and good humor and who, without hesitation, assists others as circumstances may require

    ·         Excellent organizational skills and ability to manage multiple priorities in a fast paced, changing environment

    ·         Meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages

    ·         High degree of judgment and professionalism as well as a profound respect for the confidentiality of the documents and communications involving the office

    ·         Ability to be proactive, to demonstrate initiative and to exercise discretion; ability to work independently and accurately

    ·         Ability to plan ahead and anticipate needs of the Vice President and the office

    ·         Strong work ethic; commitment to completing work on a timely basis

    ·         Flexibility; resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances require

    ·         Proficiency in technology and University software applications

     

    PREFERRED QUALIFICATIONS:
     

    Desirable qualifications include knowledge of Princeton University offices, policies and procedures, experience with financial management and reporting and website management.  Prior work experience in providing administrative support to a senior administrator is also preferred.  Experience within the administration of Princeton University or another college or university setting is desirable.

     

     

     

    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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