Administrative Coordinator - Princeton University

Overview

The Department of Computer Science seeks a competent and efficient Administrative Coordinator. Within the department, this position is referred to as the Business Office Coordinator. Computer Science is home to over 60 faculty, 250 graduate students, and over 500 undergraduate majors. Under the direction of the Manager of Finance & Administration, the Business Office Coordinator will manage a range of administrative operations in a fast-paced, constantly changing setting, working in partnership with the other Business Office Coordinator. This position will manage a high volume of purchasing for the entire department. The individual will also manage a complex room reservation process and serve as the primary contact for a range of administrative support including building services, event logistics, and letters of recommendation.

The Computer Science department hosts special events throughout the year. Examples include Alumni Reunion events and Diversity & Inclusion events. In addition, the department hosts research workshops and conferences. This position will be responsible for many logistics related to these critical events. 

You are up for the task if you enjoy wearing many hats, can independently and proactively manage complex processes, demonstrate outstanding client service, have strong interpersonal and communication skills, and can stay highly organized under tight timelines. You will need to be able to manage and prioritize multiple, competing tasks. The faculty, students, and staff of the department will be looking to you for administrative support and a smooth experience with day-to-day operations.

Responsibilities

Purchasing/Receiving/Finance

• Responsible for a high volume of purchasing and receiving and creating efficient systems to manage the process.
• Maintain relationships with suppliers. Handle new supplier registration. Communicate payment status updates to suppliers. Work with Supplier Management, Risk Management, and Finance & Treasury to troubleshoot supplier issues.
• Ensure all purchases are in compliance with University policy.
• Manage all aspects of the Computer Science orders ticketing system. Communicate in a timely manner with faculty, students, and staff regarding purchases. Enter comments on the status of order requests. Resolve order tickets as they are completed. Troubleshoot system issues with CS tech staff. Communicate feedback to CS tech staff on process improvements.
• Create a large volume of requisitions and non-PO payments in Prime Financials (PeopleSoft). Ensure adherence to all Princeton purchasing procedures.
• Educate faculty and staff on Princeton purchasing policies and provide alternative solutions, when needed.
• Maintain extensive electronic filing systems for financial transactions, backup documentation, and other purchasing/finance-related documents.
• Liaise with Princeton University’s Office of Finance & Treasury and with external suppliers to resolve any issues with payments or financial transactions. 
• Reconcile departmental purchasing card transactions in Concur.
• Order supplies for the department (office supplies, breakroom supplies).
• Manage additional financial processing as requested.

Building Services

• Manage all room reservations for the department in the University’s Event Management System (EMS). Assist faculty and graduate students with scheduling questions. Approve/deny incoming room reservation requests daily through the EMS app. Communicate and troubleshoot system issues with the EMS team.
• Manage the department’s relationship with Building Services. Perform weekly walkthroughs of the two main buildings to proactively identify any building issues. Submit work orders for the department’s six locations spread across campus. Coordinate with Building Services to ensure timely completion of all work orders. Maintain a detailed record of all submitted work orders and their status. Communicate status updates to affected department members.
• Manage faculty office renovations and relocations, primarily during the summer months. Independently prepare the office for the new faculty member by coordinating with facilities on carpet replacement, painting, furniture removal/installation, etc. Consult with the faculty member on their preferences and provide guidance to stay within a set budget.
• Manage the keys for the department. Each summer, distribute keys to incoming faculty, research scholars, postdocs, and graduate students. Maintain an organized key system.
• Serve as Building Access Coordinator. Assign building access over the summer to all incoming faculty, research scholars, postdocs, graduate students, and visitors. Handle ad-hoc building access requests during the academic year.
• Manage all requests for SALTO access. Each summer, assign SALTO access to incoming faculty, research scholars, postdocs, and graduate students.
• Serve as the department’s Telephone Coordinator. Maintain an updated directory of phone lines. Assign, reassign, and deactivate phone lines as requested. Respond to quarterly phone line audits and update user information and chart strings as needed.

Meeting and Event Planning

• Manage event logistics for research workshops, conferences, and related events. This position will be responsible for communicating with attendees, room reservations, set-up/break-down, event catering, building services, and A/V services. Some events may require accounts receivable to collect registration fees. This position will be responsible for setting up accounts receivable and ensuring registration fees are credited correctly. In addition, this position will manage hotel accommodations and travel for event speakers and reimbursements post-event. Serve as a main point of contact for the day of the event and troubleshoot issues.
• Work closely with the Administrative Coordinator and the other Business Office Coordinator on a successful spring faculty job search talks/visits program. Computer Science invites many faculty job candidates to campus each spring. This position will be responsible for event catering, room reservations, building services, and A/V services for each candidate’s job talk. In addition, this position will manage candidate reimbursements, pre-move reimbursements, and track reimbursement status on a master sheet.
• Manage logistics for departmental special events such as alumni reunions and diversity & inclusion events. Logistics include room reservations, set-up/break-down, event catering, building services, A/V services, and managing RSVP lists.

Faculty Assistance

• Serve as expense delegate to support a large cohort of faculty and their graduate students with Concur expense reports.
• Manage complex calendars and extensive travel for several senior faculty members, including booking travel for their visiting speakers and faculty.  
• Administer Learned Society Travel funds, ensure compliance, gather required documentation from faculty, and explain policy to faculty members.
• Confirm eligibility of faculty and research scholars for the Faculty Computer Program.
• Manage the submission process for faculty letters of recommendation.
• Responsible for maintaining confidential letters of recommendation for faculty members.
• Serve as the primary department contact for faculty and graduate students seeking assistance with letters of recommendation. Prepare letters of recommendation and submit them to institutions as requested. Respond to all inquiries on this topic.

General Office Support

• Manage the distribution process for all incoming mail and packages. Manage mailboxes for faculty, research scholars, postdocs, and staff. Maintain a well-organized mailroom.
• Monitor Computer Science’s internal system for hiring undergraduate course assistants, TigerUHR, at the start of each semester. Add selected students to the payroll in JobX. Review and approve payroll for Computer Science undergraduate course assistants in TimesheetX biweekly.
• Maintain inventories and stock supply room/kitchen areas in six locations spread across campus.
• Provide department faculty, students, and staff with logistical support as requested.

Additional duties as requested. The department's Business Office Coordinators will work collaboratively. This position will back up the department's other Business Office Coordinator position and vice versa. 

Qualifications

Essential Qualifications

• Bachelor’s degree
• Minimum 3 years related work experience
• Excellent organizational skills 
• Attention to detail and accuracy required
• Excellent written and oral communication
• Strong interpersonal skills required
• Must possess the ability to work independently and manage daily interactions with faculty, students, and staff
• Ability to manage and prioritize multiple, competing tasks
• Must have discretion to handle confidential financial information
• Must be able to multi-task and provide professional and effective client service in a high-volume environment
• Must possess the ability to work collaboratively with department faculty, students, and staff to deliver successful and efficient daily operations
• Demonstrate a willingness to pitch in wherever needed and a positive approach to handling changes to processes and systems
• Comfortable working in a fast-paced environment

Preferred Qualifications

• Experience with fiscal processing and office operations preferred
• Knowledge of Princeton University systems a plus
• Experience working in higher education

Please note that a resume and cover letter are required to be submitted with your application.

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. KNOW YOUR RIGHTS

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level