Administrative Assistant at Princeton University – Princeton, New Jersey

Department Schl of Public & Int'l Affairs
Category Academic Administration
Job Type Full-Time

Overview

The Princeton School of Public and International Affairs (SPIA) at Princeton University is seeking a full-time Administrative Assistant who will provide a wide variety of administrative support to numerous faculty members who are joint with other departments, visiting lecturers and center directors.

The successful Administrative Assistant must demonstrate a high degree of professionalism in a fast-paced environment, exercise independent judgment and strong organizational skills, while being flexible as demands and priorities change. This position collaborates closely with other department staff, as well as colleagues across campus and vendors/collaborators outside the University.

Responsibilities

Faculty Related /Academic Support
• Assemble and collate course materials, manage information and readings on Canvas; place and process orders for books, articles, and desk copies; order and coordinate the AV equipment for classrooms; distribute and collect papers and exams.

Financial Support
• Arrange travel for faculty members, including class trips and external class speakers; process travel reimbursements; reconcile faculty research accounts.
• Support faculty with greater university-wide commitments by assisting with needs relating to visitor/guest travel and lodging, space and catering reservations, conference support, and more.
• Prepare and substantiate monthly expense reports in Concur.
• Set up contracts, requisitions, and purchase orders, onboard suppliers.
• Order supplies and place orders via Princeton Marketplace or use a University-issued credit card within budgetary limits in accordance with University policy.

Other Departmental Support
• Manages the hiring process for research assistants and casual employees which includes posting positions and approving timesheets bi-weekly.
• Set up students for payments and responsible for monitoring hours in JobX based on initial agreements.
• Writing, posting, and monitoring RA job descriptions and applicants, etc.
• Manages web pages for faculty or center/program updates.
• Utilizes web-based programs for appointment scheduling, accounting reports, document sharing.
• Oversee calendars based on professor's preferences, organize meetings and conferences.
• Drafts and edits correspondence, handles reference letters, and assists with research related activities.
• Provides backup support to other assistants.

Qualifications

Essential Minimum Required Knowledge, Competencies and Abilities
• High School diploma or GED
• Three to five years of related experience, especially with financial tasks.
• Excellent organizational skills to balance a variable workload, the ability to work independently, work under pressure, be a great team player, and meet simultaneous deadlines.
• Strong analytical and problem-solving skills, attention to detail, action oriented, a sense of humor and strong integrity are essential.
• Must have excellent interpersonal and communication skills (both written and verbal) and the ability to exercise discretion in obtaining and providing factual and confidential information.
• Proficient in Microsoft Office applications such as Word, Excel, and Outlook; must have the ability to learn about other software packages and web programs and should be adaptive to ongoing changes in technology and procedures.

Preferred Knowledge, Skills, Abilities, Experience, and Other Education
• Knowledge of Princeton University's systems, such as Canvas, Prime, and Concur.
• Bachelor’s degree preferred.

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.

Standard Weekly Hours
36.25

Eligible for Overtime
Yes

Benefits Eligible
Yes

Probationary Period
90 days

Essential Services Personnel (see policy for detail)
No

Physical Capacity Exam Required
No

Valid Drivers License Required
No

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Salary Range
$55,000 to $61,000