Administrative Coordinator - Princeton University
Princeton, NJ
About the Job
Overview
The Administrative Coordinator provides executive-level administrative support to three senior members of the Office of Institutional Equity and Diversity (OIED), including the Vice Provost for Institutional Equity and Diversity, Associate Provost for Institutional Diversity and Inclusion and Director for Institutional Equity and Equal Employment Opportunity. In addition, the Administrative Coordinator will manage the day-to-day operations of the office including responsibilities for scheduling, communications, correspondence, event planning, logistics, and meeting support to facilitate the achievement of the Office of Institutional Equity and Diversity's strategic and operational priorities.
The OIED oversees initiatives to fulfill the University's commitment to diversity, inclusion and fair treatment of all members of the campus community, and to monitor compliance with University policies and federal, state and local laws concerning nondiscrimination, equal opportunity and affirmative action. Information about the office and the University's values and programs to support diversity, equity and inclusion can be found at https://inclusive.princeton.edu/.
This position is required to work on campus five days a week.
Applicants are required to submit a cover letter for full consideration.
Responsibilities
- Provides high level, confidential administrative and project-specific support to the Vice Provost, Associate Provost and Director to facilitate key University initiatives and priorities.
- Manages calendars including scheduling and organization of the OIED senior members' appointments with cabinet officers, senior administrators, faculty, students and other constituents. Also handle coordination and scheduling for the Institutional Equity Planning Group, Senior Diversity Practitioners Group, and numerous cross-institutional committees and working groups.
- Drafts correspondence and assist with email. Compile and distribute materials in advance of and following meetings, including coordinating follow-up actions. Assist in the preparation of presentations that effectively communicate key messages.
- Develops travel itineraries including travel arrangements, accommodations, support documentation and reimbursements.
- Manages email lists, listservs, and other methods for update and open communication that support information sharing for campus constituencies.
- Manages content on the Inclusive Princeton website, ensuring it is up to date, relevant, and organized. Coordinate additional communications related tasks.
- Manages the OIED Sharepoint and other collaborative sites and document repositories including managing user permissions, organizing and updating folder structures, and resolving issues.
- Compiles information and content for inclusion in proposals, strategic documents, and reports.
- Support cross-institutional working group activities and logistics such as focus groups and other related projects.
Plans and executes campus wide events, large-group meeting, professional development/educational workshops and special programs including budgets, space reservations, speaker coordination, travel, catering, advertising, technology set-up and other related logistics.
Partners with the Office of the President to organize dedication events in support of the CPUC Naming Committee and History and Sense of Place Initiative.
Coordinates Community of Practice gatherings for cabinet officers, DEI Practitioners group and academic climate committees.
Provides logistical and planning support for annual DEI professional development retreats for DEI Practitioners and academic climate committees.
Supports the Office of the Provost as part of the administrative support team, including occasional main office coverage and serving as back-up telephone coordinator.
Completes other planning activities and short-term projects as assigned.
Qualifications
- High school diploma required; Bachelor's degree preferred
- Five years of experience in supporting executive-level management
- Superior organizational and administrative skills, with excellent attention to detail
- Ability to set priorities and manage time effectively; demonstrated success handling competing priorities
- Excellent interpersonal skills, with a strong service orientation; ability to deal articulately with a diverse range of people and develop trusted relationships with administrative support staff across the institution
- Excellent computer skills including advanced proficiency using e-mail and calendaring (Outlook), web browsers and the Microsoft Office Suite of applications including PowerPoint and Excel
- Excellent listening, communication and interpersonal skills and an ability to cultivate collaborative relationships in Princeton's diverse community of students, faculty and staff
- Ability to maintain a high level of professionalism, discretion and business etiquette; maintain professional standards in handling sensitive and/or confidential information
- Excellent judgment; demonstrated ability to take initiative informed by direction and understanding of the office and its mission
- Ability to function effectively in a team environment and to serve as a visible, positive role model
- Strong analytical and problem-solving skills
- Ability to maintain objectivity and treat all individuals with respect and empathy
Preferred Qualifications:
- Familiarity with University systems: Concur, PRIME, Cognos, OnBase, and HR Acuity
- Familiarity with website CMS and accessibility
- Familiarity with Microsoft SharePoint and document sharing programs, such as Google Docs
- Familiarity with design and presentation programs, such as Adobe Photoshop, Adobe Acrobat, Canva, and Prezi
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
