Office Coordinator - Princeton University
Princeton, NJ
About the Job
Overview
The Department of Ecology and Evolutionary Biology (EEB) seeks an office coordinator to provide a high level of administrative support to the department. Reporting to the department manager, the administrative office coordinator is primarily the first point of contact for staff, students, and visitors. While managing multiple and competing deadlines, this position will: 1) provide support to a group of 6 - 7 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) event management and planning for symposiums and conferences including preparation of outreach materials and arranging travel, 6) coordinate internal departmental on-boarding and off-boarding processes, and 7) assist in special projects as needed.
Responsibilities
- 60% Faculty Support: provide high level support to a group of 6 - 7 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; assist in the preparation of grant proposals and grant progress reports, including maintaining and updating CV's, biosketchs, and other support; provide editorial support on research publications, manuscripts and bibliographies; assist in academic and teaching duties including managing course information in Canvas and preparing necessary correspondence as requested; providing administrative support to new faculty in establishing labs as well as providing on going lab support for existing faculty.
- 20% Support Department Manager, Staff and Students: 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, strengthening relationships and special projects.
- 10% Event Management and Planning: Coordinate lectures and events for faculty. Responsibilities include monitoring the event budget; reserving rooms; ordering food; arranging travel for speakers and guests, ensuring that the travel is optimized and efficiently coordinated; advertising the event; preparing and circulating materials; and troubleshooting problems as they arise.
- 10% 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. This position works closely with the department manager in the continuous process of updating and streamlining processes.
Qualifications
Essential Qualifications:
- High School Diploma or GED
- Work experience of 5+ years.
- 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.
- 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
- Knowledge of Princeton University policies, procedures and systems is a plus.
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
