Administrative Assistant

US-NJ-Princeton

Job ID: 2021-13867
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

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 facawards@princeton 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

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