Communications and Office Coordinator - Princeton University
Princeton, NJ
About the Job
Overview
The Department of Ecology and Evolutionary Biology is seeking an experienced Office Coordinator to provide a high level of administrative and communications support to the department. The administrative office coordinator is primarily the first point of contact for staff, students, postdoctoral researchers and visitors. While managing multiple and competing deadlines, this position will: 1) provide support to a group of 3 - 4 faculty members in their academic, teaching and research efforts, 2) support the department manager, 3) serve as a mentor and resource for staff, students, visitors, and postdoctoral researchers on policy and procedural issues, 4) assist with faculty lab setup and provide ongoing support, 5) plan and coordinate events, symposiums and conferences including preparation of outreach materials and arranging travel, 6) coordinate internal departmental on-boarding and off-boarding processes, 7) provide high level support to EEB's diversity and outreach committees and programs including EEB's Committee on Climate for All and EEB's Scholar's Program; 8) maintain and develop content for EEB's departmental website, as well as social media and digital content, posts and platforms including Facebook, Twitter/X, Instagram and Linkedin. and 9) assist in special projects as needed.
Additionally, this position prepares reports to identify improvements for effectiveness and efficiencies, participates in short and long-term planning for committee activities and operations and supports faculty and staff in special projects. Must be able to work independently with a high level of collaboration, outstanding communication, and exceptional attention to detail.
Responsibilities
- Diversity & Outreach
- Provide administrative and program support for EEB's Committee on Climate for all and EEB's Scholars Program.
- Draft, edit, finalize and distribute EEB's newsletter.
- Process financial transactions, schedule meetings, travel and hotel accommodations for EEB Scholars Program.
- Identify and analyze relevant data for effectiveness and efficiencies.
- Propose process improvements.
- Prepare annual demographic reports.
- Develop and maintain productive relationships with a wide range of University constituents including administrators, faculty, staff, and students.
- Social Media & Communications
- Maintain and develop content for EEB's departmental website, as well as social media and digital content, posts and platforms including Facebook, Twitter, Instagram and Linkedin.
- Identifies, coordinates and ensures proper outreach communication is deployed.
- Collaborate as needed with the University's Office of Communications on social media efforts.
- Provide high level support to a group of 3 to 4 faculty members in their academic, teaching and research efforts. Responsibilities include managing multiple faculty calendars; scheduling of appointments and meetings; planning and organizing domestic and international travel for faculty and associated lab members including visitors, postdoctoral students, graduate students, and undergraduate students; assisting with visa related issues and scientific research permits; assist in the preparation of grant proposals and grant progress reports, including maintaining and updating CV's, biosketches, and other support; provide editorial support on research publications, manuscripts and bibliographies; assist in academic and teaching duties including managing course information in Blackboard and preparing necessary correspondence as requested; providing administrative support, including coordinating and processing IACUC protocol submission/renewals.
- Provide guidance to staff, students and research assistants on University and departmental policy. This position is often the first point of contact with staff, students and researchers and will work with them in providing guidance and mentorship to appropriately resolve procedural issues and questions. Assist departmental manager with team building, general administrative and project support for faculty and staff, and special projects.
- Coordinate seminars, lectures, colloquiums and events. Responsibilities include monitoring the event budget; reserving rooms; ordering food; arranging travel for speakers and guests, ensuring travel is optimized and efficiently coordinated; advertising the event; preparing and circulating materials; and troubleshooting problems as they arise.
- Assist in the on-boarding and off-boarding processes. This position is the first point of contact for new employees and visitors. Prior to arriving on campus, this position is responsible for providing on- boarding support and welcomes each employee/visitor upon arrival at EEB and coordinates their arrival with the relevant administrative staff to facilitate a seamless transition. Conversely, the office coordinator is also responsible for providing off-boarding process which includes coordinating with relevant administrative staff to facilitate a seamless off-boarding process prior to the researchers and visitors departure.
Qualifications
Essential Qualifications:
- High school diploma or GED and 5+ years work experience
- An analytical and data-informed approach to problem-solving and decision-making.
- Excellent judgment, discretion, and attention to detail.
- Demonstrated sensitivity to the needs and concerns of a diverse population.
- Experience with communication strategies, including web and social media, and ability to adapt as communication channels evolve.
- Exceptional analytical skills, including those involving political issues.
- Capacity to work independently and prioritize multiple complex projects simultaneously.
- Excellent organizational skills and project management skills.
- Effectiveness in collaboration and in teamwork.
- Proficient in Microsoft Suite (Word, Excel, PowerPoint)
Preferred Qualifications:
- Bachelor's degree and equivalent work experience of 5+ years.
- Knowledge of Princeton University's administrative procedures and policies.
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
