Overview

Princeton University seeks an experienced, dedicated professional to fill the role of Department Office Support in the Facilities Office of Capital Projects.

 

Reporting to the Office Manager for Capital Projects within the Facilities Organization, the Department Office Support will play an essential role within the Office of Capital Projects. This position will provide administrative support to Directors, Program Managers, Project Managers, Field Managers and Interior Designers in the Office of Capital Projects. As part of a large and busy department, this position shares in the responsibility to maintain the central office function during business hours and to provide service and support to the organization by problem solving, scheduling meetings, ordering supplies for the department and the projects, processing requisitions, booking and reconciling travel and preparing and tracking Department of Community Affairs transmittals.

 

The successful candidate must embody core values essential to the Facilities organization including excellent customer service, resourcefulness, dependability, and approachability, while exercising the utmost discretion. 

 

The typical work schedule for this position is Monday through Friday from 8 am- 5 pm.

This is a three year, benefits eligible term position.

Responsibilities

Schedules meetings, reserves conference rooms, and communicates invitation lists for training classes and sessions to intended attendees. Develops and circulate agendas, and implement follow-up measures to ensure tasks are completed in coordination with other departments and University partners. May order snacks, lunches, and meeting supplies as needed. Participates in Department and Facilities committees as directed. Maintain electronic and hard copy files pertaining to the various Capital Projects. Retrieving, producing and archiving documents as needed by department and University stakeholders working closely with the Facilities Resource Center team.

 

Provides administrative support to the Department. Serves as backup to the other office staff in the department. Creates requisitions and maintains department financial records. Reconcile and track department credit card purchases. Assist departmental personnel and project teams with events, travel arrangements and reimbursements.

 

Working closely with University Code Analyst, Project Teams and the NJ State Department of Community Affairs (DCA), this position will prepare transmittals, review drawings, track submittals and responses and update an excel spreadsheet and SharePoint as needed. This positions acts as a liaison between DCA Plan Reviewers and the Code Analyst and Project team. Leads Planning Board application process working closely with Project team.

 

Performs the “front desk” function for the department. Answers general questions from department staff and re-directs visitors to other offices in the building. Distributes daily incoming mail. Orders office supplies when requested or as needed. Contacts Facilities Information and Technology and service vendor for office machines including computers, copiers and printers. Monitors and maintains the department golf cart fleet.

 

Completes other projects and tasks as assigned.

Qualifications

Essential Qualifications:

• Possess a High School diploma or GED equivalent.
• Minimum of five years of full-time, verifiable administrative support experience.
• Excellent written and oral communication skills.
• Detail oriented with good organizational and personal time management skills.
• Ability to be adaptive to rearranging work due to competing priorities and handling multiple tasks. Volume can be unpredictable due to circumstances beyond the department’s control.
• Ability to think analytically to solve complex problems/issues.
• Ability to develop and maintain good relations with internal customers, department staff, vendors, architects/engineers, and consultants as well as office staff from other departments.
• Computer literate and must possess solid proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Must have the ability to learn other software as needed.
• Able to exhibit flexibility and have strong communication and interpersonal skills.
• Ability to quickly learn new systems and technical programs.

 

Preferred Qualifications:

 

• Proficiency in SharePoint.
• Proficiency in PeopleSoft.
• Experience in the design and construction environment.
• Knowledge of construction documents and processes within the NJ State Department of Community Affairs and local municipalities.

 

 

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)YesEstimated Appointment End Date9/3/2022Comments Related to End DateThis is a three year, benefits eligible position with the possibility of extension. Physical Capacity Exam RequiredNoValid Driver’s License RequiredYes