Administrative Assistant

Location
Princeton, NJ
Posted
Aug 04, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7845
Department Innovation in Engineering Educ
Category Administrative Support
Date Posted 8/3/2017
Full-Time / Part-Time Full-Time
Application Deadline ..

Overview

The Keller Center has the mission of “Educating Leaders for a Technology- Driven Society” by innovating education and fostering entrepreneurship, innovation and design thinking. The Keller Center is based in Princeton University's School of Engineering and Applied Science and shares the school's vision for bridging disciplines to ensure that all students are prepared to put science and technology to use in solving critical societal challenges. The Keller Center operates a campus building called the “Princeton Entrepreneurial Hub” that serves as a hub for entrepreneurship education and a startup incubator with co-working space. Providing a home with a variety of educational events, including workshops, seminars, and visits by University alumni and mentors, the Hub features event rooms, shared working space, and private offices.

The Center is currently seeking an administrative assistant to serve as the first point of contact for visitors and to provide a broad range of administrative, organizational, and event support to Keller Center activities at the Hub. Furthermore, the assistant would play an important role in supporting the robust mentorship programs associated with Keller Center programs housed at the entrepreneurial Hub. The assistant needs to embody and embrace the entrepreneurial spirit of the Center and must be able to work effectively in a highly creative and fast-moving organization. This position uses discretion to prioritize and execute tasks in a manner that results in a highly efficient and productive environment through the use of technology and processes that support the Hub's programs.

In this role within the Keller Center, the professional will perform three principal duties: event management, mentorship program support, and general Hub administrative support. The Hub Administrative Assistant reports to the Executive Director and Program Manager for the Keller Center. The successful candidate will have demonstrated ability to interact effectively with a wide variety of constituencies, collaborate well with others, and be able to handle multiple competing priorities simultaneously and smoothly.

Candidates are asked to submit a cover letter in addition to resume, for full consideration.

Responsibilities

Administrative Support
  • Serves as the first point of contact for visitors coming into the Hub. Greets and interacts with a diverse group of visitors, including students, faculty, alumni, and entrepreneurial-minded members of the community.
  • Assumes primary responsibility for maintaining and tracking any building-related issues for the 10,000 square foot space. Collects input about building and maintenance issues and coordinates with appropriate service providers. Ensures that the space is well-kept, clean, presentable, and functioning appropriately.
  • Maintains a consistent inventory of office and breakroom supplies. Replenishes supplies and ensures items are well-stocked and in neat and clean working order.
  • Answers telephones, responds to inquiries, directs calls and takes messages as necessary.
  • Receives, sorts and distributes incoming mail and deliveries.
  • Maintains program webpages, collects bios, photos and other pertinent information for student teams, mentors, and advisors.

Mentorship Program Management
  • Acts as the first point of contact for mentors, who are coming from various industry organizations and Princeton's alumni pool, hence the need for a highly professional first point of contact who has (or can quickly develop) a vast knowledge of the eLab and Tiger Challenge programs as well as a deep understanding of the student teams progress, challenges and opportunities.
  • Provides meticulous and impact-driven project management for Keller Center's Mentorship Programs. These programs are associated with the eLab Accelerator and Incubator and Tiger Challenge.
  • Facilitates meetings with mentors, is responsible for meeting documentation, and proactively follows up on action items with the student teams and mentors.
  • Helps to organize quarterly mentor briefings which involve all stakeholders to discuss progress and future aspects of the program.
  • Maintains comprehensive list of current and past mentors and advisors.

Event Management
  • Provides event support, including evenings and weekends as needed, to the many events hosted by the Keller Center at the Hub, including workshops, seminars, and office hours.
  • Maintains a calendar system to schedule conference and event spaces.
  • Creates and maintains registration forms for Hub events; cultivates and maintains mailing lists.
  • Creates promotional material for Hub/eLab events including flyers and posters, web announcements, and related social media content. Coordinates with various campus entities to ensure ample promotion and attendance of events.
  • Coordinates and receives event catering and confirms correct items are delivered.
  • Assists with room set-up/ break down.
  • Supervises student interns.
  • Manages Audio/Visual requirements for events and provides basic technical support for event A/V needs.

Financial Support

  • Responsible for Hub and Keller Center program purchases, including catering, equipment, and consumable supplies.
  • Reconciles monthly credit card statements, processes invoices and reimbursements, and tracks payments using University online financial systems.
  • Processes and tracks student stipends and payments using University online student finance systems.


Qualifications

ESSENTIAL:
  • 3-5 years of experience in a busy office setting
  • Associate's degree
  • Excellent organizational skills, including the ability to manage multiple tasks and quickly shift among competing priorities
  • Customer service experience, superior interpersonal skills, and the ability to communicate effectively with a broad array of people
  • Proficient computer skills (e.g., Microsoft Word, Excel, and PowerPoint) and the ability to learn new systems quickly
  • Database entry and reporting experience with particular attention to detail and accuracy
  • Social media content creation and updating experience (e.g., Facebook, Instagram, Twitter, blogs, etc.)
  • Familiarity with online financial systems and the ability to learn new systems

PREFERRED:
  • Experience with event planning
  • Bachelor's degree
  • Experience in an academic environment
  • Familiarity with Princeton University campus resources, computing systems (e.g., Princeton Prime, Concur, etc.) and culture
  • Exposure or interest in entrepreneurship either through a professional environment or academic study


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)

No

Physical Capacity Exam Required

No



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