Overview

Events and Office Coordinator: 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 office support for English Department office. 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. Also assists with various clerical duties as needed. A high degree of flexibility is needed, and professional and courteous customer service is a must.

Responsibilities

• 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, works with Business Manager throughout the process.
• Reserves on-campus rooms, places orders with building services, the Digital Print Center, 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. 
• 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; handles Federal Express and UPS mailings through the EShipGlobal system.

Qualifications

• High School diploma.
• 3-5 years of related experience in events or related administrative work. 
• Knowledge of PeopleSoft, PRIME, Concur, as well as all MicroSoft Office applications.
• Excellent customer service skills.
• Intermediate skills in Word and Excel. 
• Ability to work independently and prioritize work.
• Must demonstrate the ability to communicate effectively (written and orally) with faculty, staff, departments within the university, visitors to the department, and outside vendors.

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 GradeBOS, 030Standard Weekly Hours36.25Eligible for OvertimeYesBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo