Casual - Events and Office Coordinator

Location
Princeton, NJ
Posted
Oct 11, 2017
Institution Type
Four-Year Institution

Requisition # 2017-8043
Department English
Category Academic Administration
Date Posted 7 days ago
Full-Time / Part-Time Temporary
Application Deadline 10/24/2017

Overview

Highly organized individual to plan departmental events, and provide administrative support to faculty. Events include, but are not limited to, lectures, workshops, conferences, departmental functions, and special visitors.

  • Coordinates travel for guests, makes hotel reservations, arranges for honorarium payments and reimbursements for guests.
    Assists with publicity, and disperses information internally and externally.
  • Maintains event calendars and event websites.
  • Provides administrative support to faculty assisting in academic and teaching duties, and preparing necessary correspondence.
  • Orders supplies, oversees copy machines, coffee station, handles Federal Express and UPS mailings through the EShipGlobal system.
  • Directs visitors, answers and responds to telephone calls.
  • Position deals with a diverse group of visitors as well as internal contacts at all levels of the university.
  • Assists with various clerical duties as needed.


A high degree of flexibility is needed, and professional and courteous customer service is a must.

Responsibilities

EVENTS
  • Arranges all aspects of departmental events such as conferences, lunch talks, panel discussions, invited speakers, film series, receptions, meetings, holiday and end of year events.
  • Makes transportation and hotel reservations for quests, initiates the honorarium payment process, with frequent follow-ups on payment progress.
  • Reserves on-campus rooms, places orders with building services, and other entities both on and off campus with close attention to deadlines.
  • Orders food, sets up, cleans up after events, including food.
  • Sends out invitations and event notices via e-mail; distributes posters on campus.
  • Maintains event budgets, and provides reports to event organizers and manger.
  • Ensures expenses are charged to correct accounts, and prepares financial reports as requested.

ADMINISTRATIVE
  • Provides administrative support to faculty as needed relating to teaching and other departmental responsibilities.
  • Provides backup support to other staff positions, and performs as a team-player.
  • Assists department manager and other administrative staff as requested and needed.
  • Position deals with a diverse group of visitors as well as internal contacts at all levels of the university.
  • Maintains, tracks, and orders supplies through the Marketplace
  • Schedules lecture and seminar rooms; requests building maintenance; handles Federal Express and UPS mailings through the EShipGlobal system.
  • Maintains and updates departmental information such as faculty office hours, address lists, and other information.
  • Prepares spreadsheets, tracks expenses, and prepares other documents as needed.
  • Serves as department surplus and telephone coordinator; and perform other duties as assigned.


Qualifications

ESSENTIAL
  • Must demonstrate the ability to communicate effectively (written and orally) with faculty, staff, departments within the university, visitors to the department, and outside vendors and agencies.
  • Excellent written and oral communication skills are essential, as well as strong organizational and multi-tasking abilities.

PREFERRED
  • Minimum education - 2 yr Associate Degree.
  • Knowledge of PeopleSoft, PRIME, Concur, SAFE, as well as all MicroSoft Office applications.
  • Excellent customer service skills.
  • 3-5 years of related experience in events or related administrative work.
  • Intermediate skills in Word and Excel.
  • Ability to work independently and prioritize work.


Cover letters are required.

Be advised that you will be contacted only if there is further interest in your application. The candidate dashboard will not display status updates for this requisition.

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

TMP, 001

Standard Weekly Hours

36.25

Work Schedule, If Other Than Standard Hours

8:30am - 4:45pm

Eligible for Overtime

Yes

Benefits Eligible

No

Essential Services Personnel (see policy for detail)

No

Estimated Appointment End Date

12/15/2017

Comments Related to End Date

End date is flexible. Position could be extended until March 2018.

Physical Capacity Exam Required

No



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