Administrative Assistant at Princeton University – Princeton, New Jersey

Department Research Resources
Category Administrative Support
Job Type Full-Time

Overview

The Administrative Assistant provides essential administrative and operational support to a busy research facility. This role requires strong reliability, professionalism, attention to detail, and the ability to learn intermediate administrative and software skills over time. As the first point of contact for researchers, visitors, and collaborators, the Administrative Assistant represents the facility with a high level of customer service and confidence.

Working under the guidance, training, and daily direction of the Administrative Coordinator and Procurement Coordinator, this role supports general office operations, assists with building logistics, and provides administrative, clerical, and organizational support to ensure smooth day to day functioning of the research environment. During reception downtime, the Administrative Assistant may assist with meeting notes, follow up tasks, and team support using university software systems.

This position is ideal for someone looking to grow their administrative skill-set in a fast paced academic research environment. This position is located within an active research facility. The Administrative Assistant must be comfortable interacting with scientists, students, university personnel, and external collaborators while maintaining a welcoming and professional environment.

Responsibilities

Key Responsibilities

Front Desk & Guest Support
• Serve as the first point of contact for faculty, staff, students, and visitors entering the research facility.
• Provide general directions, distribute maps, and assist with campus navigation.
• Coordinate guest arrivals, including pre registration and security clearance with Campus Security.
• Support scheduling and logistics for visitor meetings, interviews, and tours.
• Maintain a professional, welcoming, and organized reception area.

Administrative & Office Support
• Perform general administrative tasks including filing, copying, scanning, and data entry.
• Assist with preparing meeting materials, collecting action items, and taking meeting notes when requested.
• Support calendar scheduling and coordination for internal meetings and small events.
• Assist with ordering office supplies, equipment, and general facility needs under the guidance of the Procurement Coordinator.
• Schedule and set up conference rooms, including technology preparation, furniture arrangement, and refreshments as needed.
• Assist with placing food orders and coordinating catering for luncheons or meetings.

Building Operations & Logistics
• Assist with LAR purchased supplies to receive, sort, and distribute packages, deliveries, and mail throughout the facility when needed.
• Coordinate incoming shipments and communicate with internal LAR staff regarding package arrivals as directed and in coordination with onsite loading dock attendee and under guidance of Procurement Coordinator.
• Assist with general facility logistics such as signage posting, room readiness, and internal communications.

Software & Administrative Systems Support
• Learn and use university software systems (e.g., procurement tools, scheduling platforms, visitor registration systems).
• Assist team members with administrative tasks in these systems when support is needed.
• Enter data accurately and maintain digital records as directed.

Team & Project Support
• Work closely with the Administrative Coordinator on routine clerical needs and higher level administrative learning opportunities.
• Support the Procurement Coordinator with order monitoring and vendor communication as assigned.
• Assist with follow up tasks from meetings, training sessions, or project discussions—particularly during slower periods at the reception desk.
• Provide backup support for other administrative team members as needed.

Qualifications

Essential Minimum Required Knowledge, Skills, Competencies, and Abilities

• High school diploma required; associate degree or equivalent experience preferred.
• Prior administrative experience strongly preferred; experience in a university or research setting is a plus.
• Strong communication and customer service skills.
• Ability to manage multiple tasks, stay organized, and adapt to changing priorities.
• Comfort learning new software systems and digital tools.
• Professional, dependable, and able to maintain confidentiality in a research environment.
• Demonstrate the highest level of professionalism in welcoming and assisting all constituents.
• Excellent organizational skills, the ability to work independently with a high level of accuracy and energy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.

Preferred Knowledge, Skills, Abilities, Experience, and Other Education

• Associates degree or equivalent
• Familiarity with Princeton University's systems: Information Warehouse, PRIME, Concur, Canvas

Princeton University is an Equal Opportunity 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
$47,000 to $52,000