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Dean's Office Administrator

Employer
Princeton University
Location
Princeton, NJ

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Job Details


Dean's Office Administrator

US-NJ-Princeton

Job ID: 2019-10474
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Office of the Dean of the Graduate School seeks to fill the position of Dean’s Office Administrator. Reporting to the Executive Assistant to the Dean and Administrative Manager, and working closely with the dean and senior staff, this professional will provide essential administrative and project support to facilitate the mission of the Graduate School and to support the dean and her office. The person in this administrator role sits at the center of the Office of the Dean of the Graduate School and tends to be the first person with whom visitors and guests interact in the office.

Primary responsibilities include: centralization and coordination of Graduate School communications; high-level administrative support to the Dean’s Office; coordination and digitization of the Graduate School’s administrative files; light analytics and reporting; and financial and event management.

This professional will join an office that offers a challenging and supportive work environment. Engaged and dedicated staff members within the office collaborate to improve the educational experience of all graduate students at Princeton. The work itself is extraordinarily rewarding: it is multi-faceted, always evolving, and meaningful.



Responsibilities

Communications:

  • Centralize and enhance the Graduate School’s communications efforts by implementing and coordinating a plan in consultation with the senior staff and other key personnel.
  • Compile, edit and send out communications in the form of bulletins, memos, calendars, recruitment brochures, and newsletters.
  • Create and oversee a master schedule of all communications, publications and print materials.
  • Assemble and develop information and images for a Graduate School viewbook, which will be updated on a yearly basis.
  • Establish and maintain a central master calendar highlighting significant key dates within the Graduate School office and campus partners.
  • Update and highlight content on the Graduate School’s website and social media outlets as needed.
  • Draft, format, edit, and proofread documents and correspondence including graduate student fellowship award and notification letters; acknowledge and confirm receipt of other correspondence as necessary.
  • Help support the annual review and update of DGS and GPA handbooks, and craft and maintain a department orientation guide for new staff members.
  • Monitor a general Dean’s Office inbox, greet and welcome the dean’s visitors and guests, and answer multiple telephone lines.

Administrative:

  • Provide high-level administrative support to the Dean’s Office including scheduling meetings, organizing and maintaining a variety of shared network files, and transferring administrative files to electronic format in OnBase.
  • Coordinate logistical arrangements in support of select meetings including catering, room reservations, and technical support through University providers (e.g., media, dining services, building services) and outside contractors as necessary.
  • Report building maintenance and janitorial issues and requests to Facilities and place service calls as needed with vendors for departmental office equipment.
  • Serve as the department’s telephone coordinator and building access coordinator.
  • Organize prize and fellowship applications and nominations.
  • Serve as back-up to the Executive Assistant to the Dean to manage the Dean’s calendar, to record minutes at select committee meetings, and to approve time in Time Collection as Departmental Payroll Representative.
  • Accept final oral paperwork on behalf of the Graduate School’s academic affairs division and undertake special projects and duties as needed under the direction of the Executive Assistant to the Dean and Administrative Manager. Provide similar administrative assistance to the other Graduate School teams (academic affairs; student life; access, diversity and inclusion; finance and administration) as necessary and when available.
  • Assist with onboarding new staff members
  • Be able and willing to run errands to campus offices and local businesses as needed.

Financial Management:

  • Assist the Executive Assistant to the Dean in providing regular and proactive financial report management of the Graduate School’s administrative budget, including validating numeric accuracy of spreadsheets and reports.
  • Coordinate with department staff to provide data and support for budgeting, financial planning, year-end close, and other key financial activities.
  • Be responsible for all general office supply and equipment management, inventory and purchasing, as well as processing and reconciling expenditures and related receipts.
  • Provide support to the Graduate School’s finance and administration division during the graduate student I-9 employment eligibility verification process as required between the months of July and October.

Events:

  • Plan all logistics related to annual departmental staff events (typically four to six per year), and jointly assist the Graduate School’s student life division with planning and executing logistics pertaining to student events including the Honorific Fellowship dinner, and Tribute to Teaching reception, as well as campus partner events such as the fall, spring, and holiday receptions.
  • Provide support with major annual Graduate School events including Orientation and the Hooding Ceremony.


Qualifications

Essential Qualifications:

  • Bachelor’s Degree and four to six years of related experience, preferably within an institution of higher education or organization in an executive setting
  • Demonstrated evidence of excellent interpersonal, analytical, organizational, oral and written communications skills, including ability to actively listen, understand and articulate needs among a wide ranging population such as University senior staff, faculty, students, alumni and visitors
  • Excellent writing and editing skills
  • Meticulous judgment and project coordination skills, with attention to detail, accuracy and follow-up
  • High proficiency and comfort in Adobe Acrobat, and Microsoft Office applications especially Word, Excel, PowerPoint and Outlook
  • Knowledge of email marketing software (Constant Contact, MailChimp)
  • Familiarity with maintaining and updating websites in Drupal
  • Self-starter with demonstrated ability to take initiative, prioritize, work autonomously and handle multiple responsibilities simultaneously
  • Flexibility to assume a range of assignments and to work cooperatively and effectively with others in a fast-paced and productive work environment
  • Positive attitude and willingness to help others without hesitation as circumstances require
  • Discretion in handling confidential information
  • Strong commitment to enhancing service through teamwork and using technology to advance goals
  • Must be able to handle high pressure situations with tact and calm demeanor
  • Intellectually curious, interested in learning and finding new ways to assist the Office of the Dean of the Graduate School

Preferred Qualifications:

  • At least three years of experience in a communications or communications-related role
  • Knowledge/experience of Princeton University community
  • Familiarity with graphic design software including InDesign, Photoshop, Illustrator, Dreamweaver
  • Experience managing social media channels (Facebook, Twitter, Instagram)
  • Familiarity with PeopleSoft, Concur, Prime, Time Collection and OnBase
  • Ability to assess, develop, and implement new workflow efficiencies
  • Experience with mail merges
  • Familiar with basic accounting principles

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

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