Administrative Assistant

Princeton University•Princeton, NJ

8d•$60,000 - $70,000•Onsite

About The Position

The Keller Center for Innovation in Engineering Education at Princeton University seeks a full-time Administrative Assistant for a 2-year term, with the possibility of extension. The position is full-time in-office and works closely with Keller Center staff, faculty, students, and campus partners. The successful candidate brings strong organizational skills, sound independent judgment, and a service mindset, and is comfortable working in a fast-paced environment where priorities shift with the academic calendar. The role provides day-to-day operational, facilities, space-scheduling, and financial administrative support. It includes coordinating meetings and events, processing transactions and expenses, managing building access and room reservations, coordinating facilities requests, and assisting with budget tracking and reporting.

Requirements

Experience coordinating facilities, space scheduling, or office operations.
Excellent organizational skills and the ability to manage a variable workload, meet simultaneous deadlines, and work independently.
Strong attention to detail and problem-solving skills, with sound judgment and discretion in handling confidential information.
Excellent written and verbal communication and interpersonal skills, with a service-oriented approach.
Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn new systems quickly.

Nice To Haves

Bachelor's degree.
Knowledge of Princeton University systems, such as Prime, Concur, Princeton Marketplace, and EMS.
Experience administering grants, awards, or funding programs.
Experience in a higher education or academic setting.

Responsibilities

Provide day-to-day administrative support for Keller Center operations, including data entry, record keeping, travel booking, faculty support, and office coordination.
Manage calendars and schedule meetings for Keller Center staff, the faculty director, and programs.
Process and track transactions through University systems, including SAFE, Concur, Marketplace, Registrar systems, and Facilities work orders.
Coordinate office supply ordering and liaise with Facilities staff on building or maintenance requests.
Assist with purchasing, expense tracking, and other budget-related administrative activities.
Provide logistical support for Keller Center programs and events, including room setup, materials preparation, and on-site coordination.
Coordinate with communications staff to help maintain accurate information on the Keller Center website and other public-facing platforms.
Serve as the EMS administrator for the Keller Center building; manage room reservations, approve and resolve booking requests, and maintain space and calendar settings.
Act as the primary facilities contact for 110 Prospect Avenue; submit and track work orders and coordinate repairs, maintenance, and custodial needs with University Facilities.
Coordinate building access, keys, and card access for staff, faculty, and students.
Manage AV, furniture, and equipment needs for the Center's spaces.
Manage relationships with outside vendors and contractors, including scheduling and site access.
Maintain building procedures, inventory, and emergency and safety information.
Monitor shared-space conditions, coordinate cleaning and repair needs with Facilities, and maintain office plants.
Serve as a primary point of contact for visitors, phone calls, and email inquiries related to Keller Center programs.
Prepare, submit, and track journal entries and other financial transactions in Prime in line with University policy.
Prepare and substantiate Concur expense reports and reconcile University-issued credit card transactions.
Set up requisitions, purchase orders, and contracts, and onboard new suppliers.
Process payments for speakers and visitors.
Assist the Manager, Finance and Administration with account reconciliation, monthly reporting, and budget tracking.