Administrative Coordinator, SHARE

Location
Princeton, NJ
Posted
Jun 10, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7645
Department Health Services
Category Administrative Support
Date Posted 6/9/2017
Full-Time / Part-Time Full-Time
Application Deadline ..

Overview

The Administrative Coordinator for SHARE is responsible for scheduling appointments, creating documents and advertising, maintaining the budget, organizing file systems and the office. This position assists the program director in arranging events, communicating with campus and outside agencies, and dissemination of policy information to campus community and peer educators.

SHARE's purpose is to lead and support campus efforts to address interpersonal violence. The Office provides trauma-sensitive emergency response, intervention, and care to student victims/survivors of sexual assault, domestic/dating violence, and stalking. We also work closely with a network of campus and community partners to foster a University environment that is intolerant of abuse, responsive to needs of victims/survivors, and holds

perpetrators accountable for their actions. We aim to contribute to a campus culture in which interpersonal violence has no place and our distinctive community of learning is free to flourish.



Responsibilities

Financial Support (35%)

Prepares detailed annual budget
Oversees finances to ensure budget balances monthly and forecasts future expenditures
Manages accounts payable process for vendors, guest speakers, honorariums and student/staff reimbursement
Manages purchasing and travel and entertainment cards through the University's Concur system
Manages all financial reports through the University's Prime system
Works closely with Finance Director to ensure management of budget portrays an accurate picture of department work
Participates in financial training throughout the year
Coordinates logistics and budgets for all violence prevention and awareness raising events

Administrative Support (30%)

Manages a variety of administrative tasks for SHARE Director, SHARE Prevention Program Manager, and SHARE Peer Educators
Plans and implements weekly staff meetings
Develops memos, reports, correspondence, and procedural documents
Oversees policy changes and Policy Tech process
Coordinate and execute orientation process for new hires
Manages office supplies and brochures, community partner literature, and other inventory



Project development (ongoing and new initiatives) (15%)

Manages departmental website by developing online forms and announcements and updating content
Prepares confidential reports and statistics (e.g., client satisfaction surveys) and reports findings to the department and administrative leadership in annual report
Prepares educational materials and training manuals (e.g., peer education, interdepartmental presentations)
Develops and prepares databases and spreadsheets (e.g., outreach efforts)
Develops and updates onboarding process for new hires


Conducts research to support functions of office (e.g., literature reviews, best practices)


Triage (10%)

Uses trauma-sensitive practices when triaging clients
Exercises good professional judgment/discretion in highly confidential settingEnsures consistent office coverage through communication and collaboration with UHS units when SHARE advocates are out of the building (e.g., student in SHARE-related distress presents to CPS, on-call scheduling)


Advertising and Communications (10%)

Designs and produces printed promotional materials (e.g., brochures, table tents, posters)
Designs giveaways (e.g., tank tops, pens, other gear)
Negotiates directly with vendors on pricing and gives guidance on design elements




Performs other duties as assigned



Qualifications

ESSENTIAL QUALIFICATIONS:

Associate's degree

4+ years of administrative experience
Ability to work accurately and independently
Ability to maintain confidentiality
Ability to organize and prioritize multiple tasks
Ability to deal with stressful situations
Ability to provide trauma-informed care
Ability to organize and maintain filing system and budget system
Excellent telephone skills
Excellent computer skills: Must be proficient in word processing, experienced in desktop publishing, willing to learn new programs Has demonstrated expertise in and is committed to social justice issues.

PREFERRED QUALIFICATIONS

Familiarity with Excel, MS Publisher, and Access
Familiarity with the University setting, policies, and procedures
Experience working in a professional/client based office
Bachelor's degree

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, 020

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

Yes

Physical Capacity Exam Required

No



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