Overview

The Office of Audit and Compliance (OAC) serves as a proactive partner with University management and staff to upgrade business processes and enhance internal controls and compliance mechanisms by anticipating and managing business risks, ensuring strong stewardship of University assets and promoting the integrity of operational and financial information.  OAC serves the University by upholding the highest professional standards, providing high-quality assurance and advisory services, and communicating value-added outcomes to the Board of Trustees and University management.

 

The Administrative Coordinator will report directly to the Executive Assistant for the Vice President and Chief Audit and Compliance Officer (CACO) and will provide complex administrative support to OAC’s staff including:  the Deputy Audit and Compliance Executive, the Executive Director for Internal Audit, and will serve as back-up to the Executive Assistant for the CACO. The Administrative Coordinator will support a dynamic team and will serve as the first point of contact for many internal and external constituents interacting with the Office of Audit and Compliance including, but not limited to, trustees, faculty, students and staff. The Administrative Coordinator must be able to work independently with sound judgement, tact, meticulous attention to detail, and professionalism.  This is a new position so responsibilities may evolve over time.

Responsibilities

Provides executive-level administrative support to OAC staff 

• Organizes and maintains Outlook calendars and uses discretion to authorize and prioritize appointments for complex schedules
• Make travel arrangements and prepare expense reports
• Drafts and/or proofreads correspondence and documents including memos and emails
• Assists with budget reconciliations and spreadsheets; reviews transactions in PRIME and Concur

Coordinates OAC sponsored meetings, events, projects, and initiatives 

• Arranges for facilities, catering, speaker logistics, participant communications, other meeting logistics; staff events and staff meetings
• Prepare and organize reports/presentations to assist OAC management and staff
• Serves as primary resource and coordinates all travel and on-site arrangements for service providers/consultants
• Work on special projects as required (example: conducting peer benchmarking research)

 

General office organization/ representation/ communication 

• Performs general office duties including greeting and assisting visitors, answering phones, processing incoming and outgoing mail, maintaining office organization, file preparation and other administrative duties as assigned
• Assists with file management systems, including archiving sensitive materials
• Maintains inventory and orders office equipment and supplies
• Coordinates computer maintenance and repairs with the Office of Information Technology and/or general office repairs with Facilities
• Assists with coordinating relevant content and maintains current information on website

Exercises judgment and discretion in managing and prioritizing work, including confidential and extremely sensitive information

Qualifications

Essential Qualifications:

• Exquisite judgment, tact, professionalism, discretion, and unquestionable integrity with handling sensitive and confidential matters
• High degree of collaboration in a team setting
• Excellent interpersonal skills and be ability to interact with all levels of staff, including senior leaders, faculty members, and students
• Excellent written and verbal communication
• Ability to work both independently and collaboratively with a high degree of adaptability to changing demands
• Meticulous attention to detail in all matters, particularly relative to the creation, editing, proofreading, finalization, and distribution of documents and correspondence
• Demonstrated organizational and project management skills, with ability to multitask and prioritize high-volume of projects under tight deadlines
• Technologically savvy with a strong knowledge and functional command of Microsoft Word, PowerPoint, and Excel
• High school diploma or equivalent required; some post-secondary education or equivalent experience preferred

 

Preferred Qualifications:

• Five years or more of relevant work experience within the administration of Princeton University or another college or university is preferred
• Experience with web browsers, web content management system
• Strong knowledge and functional command of Visio, Prime, Concur and SharePoint

 

As a part of the application process, please provide a cover letter when applying.  The final candidate will be required to complete a background check successfully.

 

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 LevelEntry Level#LI-JE1