Administrative Assistant

Location
Princeton, NJ
Posted
Sep 14, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7968
Department Teacher Preparation
Category Administrative Support
Date Posted 6 days ago
Full-Time / Part-Time Full-Time
Application Deadline

Overview

The Program in Teacher Preparation (TPP) is seeking a full-time Administrative Assistant to fill a key role in our program. The candidate will act as the front office “face”, offering professional, approachable, and excellent customer service to students, campus partners, and TPP visitors, while offering highly proficient administrative assistance and coordination to support TPP's Teacher Certification Program and Professional Learning Initiatives. In addition, the Administrative Assistant will also take the lead in small project management, which can include all aspects of event planning for the Program, including Teachers as Scholars (TAS), Administrative as Scholars (AAS), the QUEST program for professional development, Alumni Network and the High School Program.

Responsibilities

Teacher Certificate
  • General management and coordination of the TPP Student Record and Portfolio database from the beginning of a student's acceptance into the program to their completion, which will include report and evaluation monitoring
  • Serve as access administrator for accounts and passwords for various technologies
  • Assisting with the preparation of records for Program accreditation
  • Preparing payments as needed
  • Processing student applications to the state
  • Responding to alumni record inquires as needed

Project Management

Under the Director of Professional Learning, and the Program Manager, the Administrative Assistant will take the lead on the management and coordination of the Teachers as Scholars and Administrative as Scholars (TAS and AAS) and QUEST professional development programs and the Alumni Network. Responsibilities include:

Serving as the primary contact
  • Work in concert with other University offices and programs
  • Drafting and disseminating memos and program materials to schools, coordinating seminar program description/dates/class lists, etc. with professors and/or presenters
  • Managing school and participant registration and billing
  • Providing clerical support and logistical coordination for all seminar needs
  • Updating on-line program descriptions and registration systems
  • Creating /updating brochures and print communications
  • Providing on-site support for seminars including setup and closing
  • Honoraria and stipend payments

In addition the Administrative Assistant is responsible for coordinating the High School Program under the supervision of the Director of Teacher Preparation. Responsibilities include:
  • Acting as the primary contact and responds to program inquiries
  • Managing High School Program student application processing and updating
  • Coordinating student enrollment with area high schools and the Registrar
  • Managing departmental student approvals
  • Coordinating student information sessions

General Administrative Duties
  • Acts as general administrative/clerical support to the Director and TPP teaching staff (drafting memos, ordering books, making copies, arranging logistics for visitors to the program, etc.)
  • Reception of guests, answer the phone and respond to routine requests for information
  • Monitoring office supplies,the Program email account and voice mail
  • Maintaining the Sharepoint facilities and master calendar
  • Meeting minute taking and updating website events/announcements.
  • Supervising work study students
  • Assisting with special projects and events
  • Monitoring social media accounts


Qualifications

  • Strong communication, organizational, and interpersonal skills. Able to engage effectively with undergraduates, alumni, administrative staff, and university faculty.
  • Able to be proactive, multitask, and remain flexible to adapt to a wide range of organizational needs.
  • Event coordination experience.
  • Excellent computer skills: Must be proficient in Microsoft Word, PowerPoint, Excel, and SharePoint, with willingness to learn new programs such as TK20, Drupal, Prime and Onbase. Some website editing, familarity with social media, and Adobe InDesign experience is helpful.
  • Ability to maintain confidentiality.
  • Skill in working with diverse populations.


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, 010

Standard Weekly Hours

36.25

Work Schedule, If Other Than Standard Hours

Occassional evenings and early morning

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No



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