International Program Support Specialist
- Employer
- Princeton University
- Location
- Princeton, New Jersey
View more
- Administrative Jobs
- Academic Affairs, International Programs, Institutional & Business Affairs, Clerical & Administrative Support, Technology, Analysts & Programming
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Overview
This role provides executive-level administrative support for the Associate Provost for International Affairs and Operations (hereafter APIAO), programmatic support for the Global Safety & Security (GS&S) unit, and coordination of the global APIAO team. The role reports to the APIAO, with shared day-to-day supervision from the Assistant Director for Global Safety & Security.
Responsibilities
Executive-level administrative support
- Supports the Associate Provost through proactively managing and drafting official correspondence, maintaining electronic calendars, scheduling appointments, handling inquiries, making international and domestic travel arrangements, handling confidential and sensitive information, purchasing, processing reimbursements and expense reports, and balancing short- and long-term priorities.
Supports the Associate Director for International Affairs and Operations in managing the APIAO's new international agreements database including the processes for renewing and initiating new agreements and processing and tracking signed agreements.
Oversees the day-to-day financial management of the operating budget, and strategic tracking and forecasting of financial commitments, for all funds (designated, term, and endowed) controlled by the APIAO unit. Works with the financial manager of the Provost's Office to ensure accurate mid-year reporting and a successful fiscal year-end close.
Arranges official visits from international partners, prospective partners, and VIP delegations.
- Provides full system administration and user support for vendor-supplied travel registration tool used by all University travelers, ensuring all system and user issues are resolved in a timely manner and without routine need for intervention from the director or assistant director for GS&S.
Manages and tracks all customer inquiries from students, faculty and staff; uses independent judgement and job knowledge to answer most questions; and independently determines when to escalate more complex issues.
Schedules GS&S-led governance mechanisms, including committees and working groups, and drafts, edits, and publishes minutes from these meetings.
Creates and maintains a system for tracking requests for policy exceptions and travel risk reviews submitted to GS&S, and conducts first-level reviews of such requests to ensure completeness and compliance with requirements.
Tracks unit budget expenditures and provides the unit members with periodic updates on spending.
Arranges unit member domestic and international travel and electronic calendars, when requested.
In cooperation with a number of stakeholders, maintains and updates the full scope of content on the GS&S portions of the University-wide international-issues websites.
- Serves as the convener of the APIAO senior staff through disseminating information, organizing staff meetings and retreats, and providing administrative support for complex events and activities.
Maintains and updates the full scope of content on the APIAO's websites.
Provides backup support for administrative assistants in the Provost's Office who are on vacation or leave.
Plans events and conferences for APIAO and GS&S, with only general direction from supervisors.
Essential Minimum Required Knowledge, Skills, Competencies, and Abilities
- High school diploma or GED and 7+ years of relevant experience
- Excellent written and verbal communication skills
High level of professional judgment, discretion, confidentiality, and tact
Ability to work independently to accomplish defined goals within established time-frames
Ability to interact effectively with individuals and institutions from diverse cultures and different parts of the world with an appreciation for different viewpoints and an eagerness to learn from them
Ability to interact with the University's most senior leaders, faculty members, and students
Creative problem-solver with a high degree of adaptability to changing demands
Proficiency in budget tracking and fund management, to include monitoring debits and credits against an established budget and projecting potential deficiencies or surpluses over a fiscal year
Experience in administering contracts, including reviewing invoices and progress reports against established SLAs
Proficiency in the use of web-based applications
Proficiency with the Microsoft Office suite, including Microsoft Teams
Proficiency with Zoom
Familiarity with Google collaboration tools
- Bachelor's degree or equivalent work experience
International educational or work experience
Experience in taking and maintaining minutes for a group, committee, board, or similar organization
Experience with website design and web content management systems
Experience as a “super user” or administrator for a web-based application
Familiarity with university financial systems
PI147431032
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