Administrative Assistant

Princeton University•Princeton, NJ

18h•Onsite

About The Position

The Princeton School of Public and International Affairs (SPIA) at Princeton University is seeking a full-time Administrative Assistant who will provide a wide variety of administrative support to numerous faculty members who are joint with other departments, visiting lecturers and center directors. The successful Administrative Assistant must demonstrate a high degree of professionalism in a fast-paced environment, exercise independent judgment and strong organizational skills, while being flexible as demands and priorities change. This position collaborates closely with other department staff, as well as colleagues across campus and vendors/collaborators outside the University.

Requirements

High School diploma or GED
Three to five years of related experience, especially with financial tasks.
Excellent organizational skills to balance a variable workload, the ability to work independently, work under pressure, be a great team player, and meet simultaneous deadlines.
Strong analytical and problem-solving skills, attention to detail, action oriented, a sense of humor and strong integrity are essential.
Must have excellent interpersonal and communication skills (both written and verbal) and the ability to exercise discretion in obtaining and providing factual and confidential information.
Proficient in Microsoft Office applications such as Word, Excel, and Outlook; must have the ability to learn about other software packages and web programs and should be adaptive to ongoing changes in technology and procedures.

Nice To Haves

Knowledge of Princeton University's systems, such as Canvas, Prime, and Concur.
Bachelor’s degree preferred.

Responsibilities

Assemble and collate course materials, manage information and readings on Canvas; place and process orders for books, articles, and desk copies; order and coordinate the AV equipment for classrooms; distribute and collect papers and exams.
Arrange travel for faculty members, including class trips and external class speakers; process travel reimbursements; reconcile faculty research accounts.
Support faculty with greater university-wide commitments by assisting with needs relating to visitor/guest travel and lodging, space and catering reservations, conference support, and more.
Prepare and substantiate monthly expense reports in Concur.
Set up contracts, requisitions, and purchase orders, onboard suppliers.
Order supplies and place orders via Princeton Marketplace or use a University-issued credit card within budgetary limits in accordance with University policy.
Manages the hiring process for research assistants and casual employees which includes posting positions and approving timesheets bi-weekly.
Set up students for payments and responsible for monitoring hours in JobX based on initial agreements.
Writing, posting, and monitoring RA job descriptions and applicants, etc.
Manages web pages for faculty or center/program updates.
Utilizes web-based programs for appointment scheduling, accounting reports, document sharing.
Oversee calendars based on professor's preferences, organize meetings and conferences.
Drafts and edits correspondence, handles reference letters, and assists with research related activities.
Provides backup support to other assistants.