Assistant to the Chair
The Assistant to the Chair and Department Manager will provide high-level administrative support for the Department Chair and Department Manager. The assistant will interact with other faculty and administrative staff in the department and will have significant interface with the Dean of the Faculty’s Office. The individual in this role must maintain the highest level of confidentiality.
The Department of Mathematics is one of the world’s preeminent mathematics departments with a stellar senior faculty and a long and distinguished history. Many of the world’s leading mathematicians received degrees from the department. It currently has approximately 65 full-time faculty members; 15 administrative and biweekly staff members; 25 visitors and research staff members; 72 graduate students and 69 undergraduate majors in addition to lecturers, research scholars and postdoctoral researchers. Many famous and up-and-coming mathematicians participate in our many research seminars throughout the academic year.
A fundamental aspect of both the Chair and Department Manager’s job is to maintain and enhance departmental harmony. In addition they are responsible for developing and maintaining excellent relations between the department and the many outstanding people who pass through it. One role of the assistant is to assist in these crucial endeavors.Responsibilities
- Prepare materials for faculty appointments and promotions with a high degree of accuracy.
- Coordinate on-boarding activities for new faculty.
- Assist department manager with the faculty search application process, which includes reviewing applications for completeness, contacting applicants to obtain missing documents, and tracking applicants in database.
- Support department manager with managing visitors including finding housing.
- Assist department manager in facilities management including coordinating office moves, renovations and repairs, building planning, space allocation within Fine Hall, working with appropriate departments to ensure proper facilities maintenance.
- Support faculty in various capacities such as organizing special events and conferences.
- Support business and grants manager with information on new and current faculty; prepare teaching budget.
- Maintain department website and other external communications.
- Independently compile and organize information for the President’s report.
- Design and update an applicant database for all faculty hires.
- Prepare materials for Chair’s coursework, using Blackboard when requested.
- Schedule meetings and events for Chair and department manager; prepare materials and reserve meetings rooms.
- Maintain the Chair’s calendar, meetings, commitments and extra-departmental obligations.
- Prepare faculty meeting schedule each semester, prepare agenda and meeting materials for faculty meetings.
- Maintain complete and accessible records including confidential files.
- Prepare correspondence and memoranda.
- Proof-read and copy edit documents.
- Undergraduate degree required and 5-7 years of prior experience.
- Excellent demonstrated written and oral communication skills.
Strong organizational, interpersonal, customer service and multi-tasking skills adn the ability to handle multiple tasks under pressure.
Ability to anticipate and initiate appropriate action in support of the Chair and Department Manager.
Ability to work with eminent mathematicians having diverse personalities and sometimes challenging needs.
Excellent judgment and tact in dealing with sensitive situations.
Ability to maintain a positive and flexible attitude, as well as interest and willingness to seek solutions, when no obvious solution presents itself.
Accuracy and attention to detail.
Ability to establish priorities and work with minimal supervision.
Ability to assimilate and convey large amounts of information about policies, procedures, and academic regulations.
Must be willing to take initiative, assume responsibility, and work collaboratively as part of a team.
Expertise and ability to learn quickly new computer programs, including Microsoft Word, Access, Excel, and PowerPoint.
Experience with Princeton University administrative functions is desirable.
Proficiency with University applications (Labor Accounting, PeopleSoft, HR Reporting, Blackboard and Drupal) or the ability to learn.
Technical typing skills with ability to use LaTex.
Prior experience with facility management or renovations.
Experience in budget management and oversight of financial operations.
Demonstrated leadership, problem-solving and decision-making skills.
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 LAWSalary GradeADM, 020Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo