This job has expired

Administrative Assistant

Employer
Princeton University
Location
Nassau Hall

View more

You need to sign in or create an account to save a job.

Job Details

Overview

The Administrative Assistant reports to the Director of Organizational Effectiveness & Communications and plays an essential role within Facilities providing administrative support services to the efforts of organizational effectiveness and communications internal and external. The Organizational Effectiveness & Communications department plays a critical role across the entire Facilities organization providing strategic leadership and support throughout an employee’s life cycle from onboarding through departure and retirements. The Facilities organization consists of 780 staff, including 400 union employees, who plan, design, construct, maintain and care for a campus with 200+ buildings and 600 acres of property.

 

This individual embodies core values essential to the Facilities organization: teamwork, innovation, integrity, inclusiveness, respect, and sustainability. They represent the Office of the VP for Facilities by practicing customer service, resourcefulness, dependability, and approachability while exercising the utmost discretion and confidentiality. The position requires strong organizational, communication, and process management skills to help shape this dynamic department responsible for the largest department in the University.  

 

Responsibilities

General Office Administration 

  • Provide information and guidance to inquiries via phone, email, and in person. Exercise clear written and verbal communications and maintain a professional demeanor in all circumstances while representing Facilities. Must exercise good judgement, discretion, and confidentiality.
  • Manage the calendar of the Director, setting regular internal catch-up meetings with senior and mid-level leadership within Facilities and various campus partner check-ins. 
  • Coordinate department expenses, complete all expense reports using Concur and process expense reimbursements in a timely manner.
  • Develop and/or maintain administrative filing system for the department (electronic and paper) including administrative, communication files, training materials, and SharePoint sites for Organizational Effectiveness & Communications team.
  • Coordinate and attend the Culture of Inclusion Committee meetings, circulate agendas, take meeting minutes, and implement systematic follow-ups to be sure all tasks are completed and reported in the meetings. 

Events/Program Management 

  • Organize and manage a diverse range of events including small, recurring meetings with Facilities stakeholders; bi-weekly department meetings; and organization-wide training sessions (~750 attendees over multiple sessions); and new employee orientation. Events require room reservations, facilitators and media services support, catering services, compile and distribute materials, prepare meeting summaries, write and circulate minutes, when needed.
  • Follow-up on all required training across Facilities including sexual harassment prevention training and DEI training. Coordinate with OHR and Facilities’ Administrative Assistants to track employee completion of required training.
  • Plan and coordinate the logistics for the annual Facilities Recognition Awards Ceremony & Reception.
  • Partner with the Culture of Inclusion Committee to support the annual Facilities Employees Appreciation Picnic.
  • Provide administrative support for the summer collegiate program coordinating all departments in Facilities to contribute to lunch ‘n learn sessions, campus field trips and tours, and general educational sessions.
  • Partner with OHR to support the SEIU Summer Transfer Program, coordinate with involved departments to identify developmental opportunities for staff, coordinate and schedule interview days, and onboard summer transfers.

Communications Support 

  • Provide administrative support to Communication Managers, Construction Projects Manager, and Assistant Director Talent Development.
  • Work in partnership with Communications Managers and Facilities’ Administrative Assistants to disseminate information across Facilities, the University, and within the community.
  • Coordinate profile updates to the new Inside.Facilities website, create and send e-blasts using Constant Contact, review internal publications to provide edit suggestions, and administer occasional surveys using Survey Monkey.
  • Assist in presentation updates for various campus project meetings using Excel and PowerPoint.
  • Assist in creating or modifying simple logistics plans using Adobe, Bluebeam and/or InDesign.

Special Projects and Other Duties 

  • Administer the Tiger & Spot Awards recognition program. Document the process and nomination submissions, gain approvals, send completed award forms to OHR; issue notifications to managers and award winners.
  • Administer the Annual Facilities Awards recognition program. Coordinate the nomination process and submissions, monitor the [email protected] email box and prepare awards for the Voting Committee; conduct the voting process, schedule a notification meeting between VP Facilities and the award winners.
  • Represent Facilities on University wide committees.
  • Plan and execute special projects as required to advance the mission and goals of Facilities and the University.
Qualifications

Minimum Qualifications:

  • High school diploma and a minimum of seven years related experience.
  • Able to prioritize and coordinate multiple projects simultaneously in a fast-paced environment.
  • Demonstrate technical skills in Microsoft Office Suite, particularly Outlook, Excel and PowerPoint.
  • Able to assess complex data and information and summarize in written reports.
  • Demonstrate organizational skills and the able to maintain confidentiality.
  • Demonstrate interpersonal communication skills both written and verbal. Able to connect with all levels of staff, faculty, students, and community partners.
  • Commitment to addressing issues fully, efficiently, and with transparency, while creating a positive experience for our colleagues and our team.
  • Able to adapt to the changing priorities and needs while remaining flexible.  

 

Preferred Qualifications:

  • Bachelor’s degree.
  • Previous experience working in the higher education environment, the construction industry, or a facilities department.
  • Proficient in SharePoint and Concur.
  • Experience using Adobe, Bluebeam and/or InDesign software.

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

Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelAssociate#LI-SB1

Organization

Princeton entrance

Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and the service of humanity. As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.

Princeton University facultyOpportunity and Impact

At Princeton, every member of our community plays an important role in our mission of teaching and research. That mission provides every faculty and staff member with the opportunity to make an impact bigger than oneself. Learn about working at Princeton and meet some of our wonderful employees.

 

Services and Resources

When you make a commitment to our teaching and research mission, you will have access to the University’s world-renowned resources to help you succeed at work and in life. Discover the exceptional benefits and unique opportunities we offer as part of our commitment to you.

Work-Life Integration

Life is complicated. At Princeton, we recognize that and are sensitive and responsive to the challenges our employees face. The University offers a broad array of benefits and services that help our staff in a variety of ways.

Explore Our Job OpeningsPrinceton students and prof

Whether you’re already part of our community or just getting to know us for the first time, we invite you to imagine the meaningful difference you can make while working at Princeton. For faculty member and academic professional opportunities, visit the Dean of the Faculty website. For staff member job openings and to join our Talent Network, visit our Careers website.

Connect With Us
LinkedIn
Instagram
Facebook
Snapchat
YouTube

You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert