College Office Coordinator, Mathey College

Princeton University•Princeton, NJ

1d•Onsite

About The Position

The College Office Coordinator is an integral member of the college staff, reporting to the dean. This role works closely with the head of college, dean, and other staff members to support the college program. The coordinator provides administrative support for the dean, assistant dean for student life, assistant dean for studies, and head of the residential college. Key responsibilities include maintaining confidential student files, managing permanent records using an online database, and archiving documents. The role involves sensitive triage of student and parent communications, exercising judgment for escalations. The coordinator is responsible for college communications supporting academic, residential, and social programming, maintaining databases, mailing lists, and the college website, and collaborating on social media. Assistance with event planning and scheduling of college spaces and services is also required.

Requirements

Associate or other two-year degree.
Four to six years of experience.
Ability to plan ahead and anticipate needs while exercising flexibility and adaptability.
Ability to prioritize multiple tasks, meet deadlines, and handle unexpected crises.
Excellent organizational and administrative skills.
Strong written and verbal communication skills, with exceptional attention to detail.
Experience maintaining social media accounts, and demonstrated interest in mastering new modes of communications.
Demonstrated proficiency with advanced features of Microsoft suite, including Word, Outlook, Excel, Power Point.
Proficiency with Acrobat and Canva.
Must be willing and able to master new technologies and applications.
Excellent interpersonal skills and ability to manage a busy front desk, creating a welcoming atmosphere and handling inquiries with discretion.

Nice To Haves

Approachable and welcoming.
Able to exercise good judgment, discretion, and diplomacy in dealing with students, parents, faculty, and administrators in a variety of personal and academic situations.
Sensitivity to issues in student life and experience working with a diverse population.
Competence in OnBase, Drupal, PeopleSoft, SharePoint.
Experience in an academic environment, working closely with college/university students.
Sense of humor is a plus.

Responsibilities

Welcoming students and parents to the college and creating an open and inclusive atmosphere.
Sensitive triage of student and parent phone calls and visits, exercising judgment about when urgency requires escalation.
Handling daily inquiries about forms and policies, and referring students to advisers and other offices.
Hiring and mentoring student workers in conjunction with the college administrator.
Providing administrative support for the dean, assistant dean for studies, assistant dean for student life, and head of the residential college, including preparing confidential correspondence and formatting, proofreading, editing, and distributing written and electronic materials.
Maintaining confidential student files, actively managing permanent files and records using OnBase, and indexing, classifying, and archiving documents.
Answering the college telephone and maintaining appointment schedules for three professional advisers and the head of college.
Coordinating annual interviews and meetings.
Coordinating college communications sent to all constituencies in support of academic, residential, and social programming.
Preparing and distributing weekly college newsletters.
Maintaining databases and listservs, and preparing mass mailings.
Maintaining the college website, generating basic content, and collaborating with other staff to maintain college social media presence.
Formulating advertising strategies for events in collaboration with the Residential Life Coordinator, College Council, and Resident Graduate Students.
Assisting the college administrator in scheduling college classrooms and event spaces, facilities, and services.
Maintaining office equipment, monitoring inventory, and purchasing office supplies.
Troubleshooting technological issues and coordinating repairs.
Supporting college programming initiated by staff and student groups, assisting with event-planning, and generating publicity materials.
Undertaking other projects at the discretion of the college head or the dean.