Associate Secretary

Princeton, NJ
Apr 15, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7374
Department VP & Secretary
Category Academic Administration
Date Posted 4/14/2017
Full-Time / Part-Time Full-Time
Application Deadline ..


The Office of the Vice President and Secretary has administrative responsibility for the Board of Trustees of the University and it coordinates major University convocations such as Commencement. In addition, the office has administrative responsibility for the Council of the Princeton University Community (CPUC).


The principal responsibilities of the Associate Secretary are to provide senior level coordination and support for the Board of Trustees and to plan and oversee Commencement. The Associate Secretary also helps plan and oversee aspects of other major University convocations, including Opening Exercises and Baccalaureate; serves as Secretary to the Council of the Princeton University Community (CPUC) and its executive committee (planning and arranging meetings, compiling minutes, making sure committee positions are filled, advising on policies and practices); and provides support when there are student appeals from decisions of the Honor Committee, the Committee on Discipline, or the sexual misconduct panel. This involves meeting with students, families, and advisers to explain the process and answer procedural questions and serving as secretary to the dean of the college for Honor Committee and academic Committee on Discipline cases, and to the Student Appeals Committee for Committee on Discipline behavioral cases and sexual misconduct cases involving a student. In this role the Associate Secretary gathers information, arranges meetings, advises on rules and precedents, keeps records, drafts responses, and conveys decisions.

The work with the trustees includes planning meetings of the board and its committees and providing timely notifications; coordinating the preparation and timely distribution of materials to the trustees; overseeing the organization and placement of materials on a secure trustee website; drafting and archiving minutes of board meetings; anticipating and responding to trustee requests for information, assistance, or guidance; advising on trustee policies, procedures, and precedents; assisting with special programs such as retreats, presidential searches, anniversary celebrations, and memorial services; preparing orientation materials for new trustees; and conducting background research for the trustee committees on board development and honorary degrees.

In addition to overseeing arrangements for Commencement, the Associate Secretary develops scenarios for the event (including bad weather scenarios), drafts and commissions citations for teaching award winners and honorary degree recipients; provides guidance and makes necessary arrangements for speakers and distinguished guests; coordinates dinners for retiring trustees and honorary degree recipients; and creates and maintains a Commencement website.
  • Provide senior level coordination and support for the Board of Trustees.
  • Play a leadership role in planning and overseeing Commencement and other major University convocations.
  • Coordinate the work of the CPUC and serve as its secretary and as secretary of its executive committee.
  • Help manage the handling of student appeals from the Honor Committee and Committee on Discipline and serve as secretary to the appeals committee.
  • Special projects as needed.


Essential Qualifications:
  • Bachelor's degree with five or more years of relevant experience.
  • Excellent judgment, absolute discretion and respect for confidentiality.
  • Ability to anticipate needs and respond in a timely and judicious way.
  • Ability to manage effectively the websites for the trustees and for commencement and the CPUC.
  • Strong writing skills.
  • Strong computer skills.
  • Ability to multi-task and remain calm under pressure.
  • Commitment to the mission of the University and respect for the work of the board.
  • Willingness to work long hours around board meetings and convocations.

Preferred Qualifications:
  • Existing knowledge of University policies and practices is desirable.

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. EEO IS THE LAW

Salary Grade

ADM, 080

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


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