Administrative Assistant

Princeton University seeks an experienced, dedicated professional to fill the role of Administrative Assistant in the Facilities Finance and Administrative Services department. The Facilities Finance and Administrative Services (FFAS) department, embedded within Facilities, is responsible for providing shared services to all Facilities clients as well as the broader University community.

Reporting to the Assistant to the Assistant Vice President and Office Manager, FFAS, (AOM) this position has a broad set of responsibilities to include supporting multiple executive directors within the FFAS department, as well as helping coordinate the day-to-day general operations of the department. As part of a large and busy department, this position shares in the responsibility to support the central office function during business hours and to provide service and support to the organization by problem solving, scheduling meetings, ordering supplies for the department, and booking and reconciling travel. In addition, the Administrative Assistant will provide back-up support to the AOM.

This individual must embody the Facilities core values: teamwork, innovation, integrity, inclusiveness, respect, and sustainability; as well as service orientation, resourcefulness, dependability, and approachability while exercising the utmost discretion. The position will require strong problem-solving skills and the ability to multi-task at a high level to assist the FFAS team.

Calendar and Meeting Management

• Manage the calendar for three Executive Directors: Facilities Capital Finance & Procurement (FCFP); Facilities Budget, Procurement & Analysis (FBPA); and Facilities Information Technology (FIT). Schedule internal meetings and staff meetings, develop and circulate agendas, take meeting minutes when necessary, and implement systematic follow-ups measures to ensure all tasks are completed thoroughly and in coordination with other departments and University partners.
• Organize and manage a diverse range of events including small, recurring meetings (5 –10 attendees); monthly staff gatherings (~18 attendees); and quarterly department meetings (~50 attendees). Events require the individual to book venues, enlist outside facilitators, coordinate catering services, arrange for media services support, compile and distribute materials, prepare meeting summaries, write and circulate minutes, track attendance, etc.

Administrative Management and Support

• Serve as liaison to Executive Director, FCFP; Executive Director, FBPA; and Executive Director, FIT; as well as the direct reports within these teams. Coordinate travel arrangements for Executive Directors, and manage monthly expense reports.
• Provide administrative support to the FCFP, FBPA, and FIT units; provide back-up administrative support to FFAS as a whole and the Assistant to the Assistant Vice President and Office Manager (AOM).
• Assist with the coordination of office moves when requested. Participate in department committees and Facilities committees as directed. Complete other administrative duties and projects as assigned. Answer general questions from department staff and re-direct visitors to other offices in the building or on campus. Distribute daily incoming mail.

Special Projects

• Assist Special Projects Coordinator with support for special projects of a wide-ranging nature; using business application software, preparing correspondence, spreadsheets, and presentations, and occasionally reviewing and analyzing data.

Office Supply Coordination

• Monitor and order office and meeting supplies and coordinate catered functions when requested. Maintain office equipment, occasionally troubleshooting minor issues, and monitor/order supplies. Contact Facilities Information Technology (FIT) and service vendor for office machines including computers, copiers, and printers.

MINIMUM QUALIFICATIONS:

• High School diploma or GED equivalent.
• Minimum of five years of full-time, verifiable administrative support experience.
• Demonstrated technical skills including advanced work in the Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Highly organized, dependable, and discreet in dealing with highly sensitive and confidential information.
• Demonstrated sophisticated interpersonal communication skills. Must be able to connect with all levels of staff, faculty, students, and community members.
• Demonstrated written and oral communication skills.
• Commitment to address issues fully, efficiently, and with transparency, while creating a positive experience for our customers and our team.
• Able to adapt to the changing priorities and needs, while still being flexible and managing multiple tasks. Volume can be unpredictable due to circumstances beyond the department’s control.
• Detail oriented with good organizational and personal time management skills.
• Able to think analytically to solve complex problems/issues.
• Able to develop and keep good relations with internal customers, department staff, vendors, and consultants as well as office staff from other departments.
• Able to be customer-focused, welcoming, and professional with all communications with all individuals, inclusive of in-person, virtual, phone, and email interactions.
• Familiarity with or ability to learn Princeton Prime, Concur, PeopleSoft, SharePoint, EMS, Webex, and other software as needed.
• Able to quickly learn new systems and technical programs and adapt to policy changes.
• Able to provide user support for Zoom and other video technologies.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree.
• Experience in higher education; familiarity with Princeton University.
• Experience in a customer service focused environment.
• Familiarity in Tableau and/or other data analytics software.

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

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