Administrative Assistant, Alumni Engagement

Job description


Requisition # 2019-9780
Department Adv-Office of Alumni Affairs
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline

Overview

The Administrative Assistant is an integral part of Princeton's Alumni Engagement team, providing high level administrative support for the Deputy Vice President (DVP) and other senior staff, as well as overseeing and coordinating the general administrative functioning of the unit. The Administrative Assistant is one of the critical first points of contact for alumni, parents, donors, senior administrators, and campus partners.



Advancement's Alumni Engagement team includes the Office of Alumni Affairs as well as Advancement's Communications & Marketing, and Events teams. The unit is responsible for creating, implementing, and sustaining comprehensive and collaborative alumni engagement strategies across Alumni Affairs and Development. This position interacts regularly with members of Advancement, Princeton alumni, University donors, volunteers, and parents, as well as with senior administrators and a broad range of campus partners, with the goal of helping to move forward the priorities of the University and Advancement.

Responsibilities

General Administrative Support

  • Provides high-level support and general assistance to the DVP and other senior staff, including complex scheduling and calendaring, organizing meetings, and preparing correspondence
  • Monitors department budget including analysis and reconciliation as needed
  • Acts as financial liaison for the unit including being primary contact for financial systems including preparing purchase-related paperwork and managing departmental purchasing cards
  • Responsible for submitting and reviewing expense reports
  • Prepares travel arrangements and creates detailed travel itineraries as needed
  • Manages and maintains office files and supplies
  • Serves as back-up and assistance to the other support staff in the group and perform as a team in carrying out the collective work of the unit

Preparation and Planning
  • Attends key internal meetings and handles confidential matters for the DVP, including confidential correspondence and information, with utmost discretion
  • Plans, executes, and documents unit meetings and events for which the DVP or other team members have the lead (e.g., staff meetings, team building events)
  • Creates, proofreads, edits, and finalizes customized correspondence (e.g., presentations, memos, agendas, reports, spreadsheets, meeting minutes) for distribution to campus partners, key volunteers, donors, and colleagues
  • Undertakes special projects and performs other assignments as needed

Unit Support and Supervision
  • Assists callers, visitors and other staff on behalf of supervisor
  • Working with other unit administrative staff, coordinates and helps maintain department staff vacation/absence schedule and reconciles with the University absence management system
  • Manages the office telephone system needs and the office's emergency preparedness
  • Supports on-site events; staffs on-campus alumni events including Alumni Day, Reunions, and annual meetings; assists in the planning and execution of events as needed, including on campus conferences, especially when these are directly related to the DVP's external relations role.


Qualifications

  • Bachelor's degree or equivalent work experience
  • At least three to five years of relevant practical experience, preferably working in a fast-paced, high-pressure office for one or more senior administrators
  • Excellent interpersonal skills with a high degree of professionalism and initiative, a pleasant disposition, and friendly attitude
  • Strong written and verbal communication skills
  • Knowledge of grammar, spelling, and punctuation sufficient to compose, edit, and proofread correspondence, presentations, and reports
  • Strong computer skills, including high level of proficiency in Microsoft Office, including Word, Excel, PowerPoint and Outlook; ability to conduct basic web research
  • Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures in supervisor's absence, and ability to interact with department staff, Advancement staff, campus partners, volunteers and donors.


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

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver's License Required

No



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Princeton University job offers are contingent upon the candidate's successful completion of a background check, reference checks, and pre-employment screening, as applicable. The type and extent of background check, reference checks, and pre-employment screening may vary depending on the requirements and/or functions of the job and the candidate's current employment status with Princeton University.

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Job No:
Posted: 1/10/2019
Application Due: 3/11/2019
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