The School of Architecture is seeking an Administrative Coordinator. The Administrative Coordinator serves as a front line/primary point of contact for all general School/departmental business for faculty, staff, students, and visitors. The Administrative Coordinator maintains directories and distribution lists, updates to the website, and is the primary contact for all events as well as curricular-related group travel at the School. He or she also provides academic program administration assistance, including the assignment of studio desk/student carrel and space management for student design review logistics. The full-time position requires a flexible schedule during peak periods of activity when there will be some weekend and evening hours.Responsibilities
Office Administrative Support
- Serves as primary phone/visitor contact; greets visitors and responds to all manner of questions in person, by phone, and email.
- Liaison with campus partners regarding building maintenance and facilities matters.
- Manages and maintains the School’s calendar.
- Manages space scheduling and reservations.
- Delegating tasks to and overseeing 2-4 student workers per semester.
- Maintains database of participants at lecture events and registration for AIA continuing education.
- Processing of hard portfolios and confidential materials from student applicants during Admissions period. Creating database to track the number of applicants for each Architecture program.
- Oversees/maintains inventory and all purchases for office, labs, shops, and students' materials.
- Serves as a telephone coordinator.
- Serves as a building access coordinator.
- Creating requisitions, marketplace orders, vouchers, honorarium payments, and other related School transactions.
- Maintains School’s listservs and other distribution lists.
- Maintains and updates various School administrative inventories, mailing lists, and databases.
- Maintains building directory and faculty office signage up to date.
- Handles and prioritizes incoming materials and requests.
- Distributing/mailing faculty, students, and administrative staff mail and packages.
- Assists School Administrator/Department Manager on the distribution of keys.
- Maintains department bulletin boards and postings, and keeps such materials and information up to date.
- Provides general office and clerical support (building services/maintenance requests, shredding, etc.).
- Maintaining/updating website.
- Assists School Administrator/Department Manager in projects and duties as needed.
- Works collaboratively with SoA staff and provides coverage as needed.
Event Planning and Travel Coordination
- Coordinates School’s and special events planning, including but not limited to School lecture series, student and department social events, faculty lunch meetings, and annual department events such as Class Day and holiday.
- Coordinates with administrative staff on travel arrangements and schedule for faculty search candidates, visiting appointments, jurors/critics, School program participants and other visitors as needed; this includes assistance with travel and lodging arrangements and schedule.
- Obtains speaker bios, abstracts, and posts to website.
- Reserves spaces, arranges setup, ensures AV needs are met, and assists with presentation technology/AV.
- Serves as primary contact for vendors and event planning and provide on-site support for all departmental events.
- Coordinates with central office to ensure student group travels are in compliance with the most current policies in place.
- Delivers appropriate information and coordinates with faculty, and student in arranging academic-related travel arrangements (incl. air, ground, lodging etc.).
- Some evening and weekend hours.
Academic Programs Administrative Support
- Coordinates studio desk assignments and distributes keys for School of Architecture (SoA) undergraduate and master students.
- Coordinates desk/carrel assignments for the Ph.D. students.
- Coordinates student design review logistics (coordinates logistics for student, jurors, and faculty for mid-term, end-of-semester, and thesis reviews).
- Course materials maintenance and distribution.
- Working with the Academic Program Manager, provides administrative and clerical support, such as data entry and events coordination.
- Bachelor degree
- Excellent organizational and problem solving skills
- Exceptional diplomatic and customer services skills
- Flexibility and ability to multi-task.
- Exercise discretion and independent judgement
- Must remain calm under pressure
- Ability to work independently and collaboratively in a team-oriented environment
- Attention to detail
- Accuracy and ability to set priorities
- Strong interpersonal, written, and verbal communications skills
- Proficiency with Microsoft Office Suite
- 3-5 years of relevant work
- Familiarity with higher education working environment
- Familiarity with Princeton business and curricular systems is desirable – Peoplesoft, Concur, Information Warehouse, and CIS
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 LAWStandard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelEntry Level#LI-NC1