Program Administrative Assistant

RWJF•Princeton, NJ

3d•Hybrid

About The Position

The program administrative assistant (PAA) works within a centralized and deployed staffing structure, as part of a cohort of skilled administrative assistants supporting Program department colleagues. Each PAA supports between three and five Program staff, including managing directors, program officers, and program associates. The responsibilities associated with this role may vary across PAAs based on the needs of designated program staff and the number of program staff assigned to a PAA. PAAs assist Program department colleagues in carrying out administrative program- and communications-related duties. They provide a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned. PAAs foster an informed, proactive, responsive, and collaborative relationship with all staff, both on-site and remote. As members of the Foundation’s community, PAAs embody knowledge and understanding of diversity, equity, and inclusion concepts, working with a multicultural workforce, and demonstrate sensitivity and appreciation to cultural differences. As with staff at all levels of RWJF, the PAA is expected to demonstrate a passionate commitment to equity and the Foundation’s mission and its Guiding Principles.

Requirements

Commitment to racial and health equity and the Foundation’s vision, values, and Guiding Principles.
Experience working with and general knowledge of spreadsheets, databases, database entry, and social media tools; experience and demonstrated knowledge with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Demonstrated customer service orientation and interpersonal skills.
Strong ability to prioritize and handle multiple tasks simultaneously.
Strong planning, organization, and time management skills.
Strong detail orientation.
Ability to read and comprehend simple instructions, short correspondence, and memos, write simple correspondence, and effectively present information in one-on-one and small group situations.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form and to prioritize and handle multiple tasks simultaneously.
Ability to interact with staff at all levels.
Ability to work independently, as well as in a team-based, highly collaborative environment.
Ability to work under deadlines.
May require some overtime, as needed.
A combination of education and/or experience equivalent to an associate’s degree from a two-year college, technical school, or equivalent.

Nice To Haves

Three or more years of experience that meets the minimum qualifications and includes experience in Workday and Concur.
Five or more years of experience that meets the minimum qualifications with specific experience using Workday and Concur.

Responsibilities

Process e-expense reports, coordinate travel arrangements (with Concur and staff members), and draft related correspondence (e.g., emails) to efficiently address the administrative requirements of designated colleagues and teams.
Coordinate and prepare materials for Program staff meeting presentations and special projects, such as PowerPoint presentations, spreadsheets, charts, and reports. Proofread for accuracy.
Act as an administrative liaison to grantees/consultants (i.e., manage teams’ channels, manage consultant RWJF calendars, resource databases).
Prepare monthly printing orders for pickup/delivery using off-site resources/vendors.
Post preapproved social media content across various platforms to maintain consistent brand messaging and audience reach.
Serve on proposal review and screening committees.
Review funding precis when requested.
Take meeting minutes and transcribe meetings/notes when requested.
Staff/facilitate various workgroups and committees throughout the Foundation (e.g., Disaster Response Group, WE Time planning).
Maintain contact lists.
Provide administrative support to consultants/staff extenders as requested.
Participate in various in-house groups and committees, such as Tech ambassador, Equitable procurement, and others.
Provide collegial backup support to other PAAs as needed.
Coordinate and conduct research for staff’s international and domestic travel; prepare itineraries; organize all background materials in advance.
Manage conference/webinar registrations.
Utilize different systems/vendors (i.e., FcM and Concur).
Ensure staff travel profiles, bios, and memberships are current.
Manage last-minute travel bookings/changes with efficiency, understanding, and care.
Prepare, track, and submit invoices/expenses for reimbursement (including cash payments and personal card reimbursements).
Submit check request forms.
Manage Administrative Consulting Authorizations.
Manage high-volume calendar requests with grantees, partners, and colleagues, including virtual and in-person meetings, conferences, and webinars. Includes: scheduling across different time zones, both international and domestic. triaging different meeting requests—internal and external. responding efficiently to urgent meeting requests.
Monitor multiple calendars and conflicts.
Maintain assigned calendars based on team and/or individual preferences including color-coordinating and time-blocking.
Track project sequence by coordinating calls and disseminating meeting minutes.
Participate in focus groups and ambassador teams (e.g., Tango, internal communications).
Coordinate the meeting registration process, welcome, and direct visitors.
Book hotel room blocks.
Coordinate and facilitate transportation.
Facilitate catering—ordering, setup, and cleanup.
Set up conference room reservations.
Coordinate (and may develop) the dissemination of information to all participants.
Manage participant lists/RSVPs.
Partner with Foundation Services for planning virtual events.
Ensure correct conference room technology is set up for virtual events.
Serve as note taker, summarize notes (minutes), and distribute as needed.
Assist program moderator with slides, handouts, and other materials.
Participate in interview panels for PAA candidates.
May also meet with program officers during the recruitment process.
Partner in the training of new PAA colleagues during the onboarding process and as needed.
Assist administratively in the effective onboarding of new officers/hires—ensuring Information Technology (IT) orientation, office supplies and equipment are provided, orientation meetings are scheduled, and more.
Demonstrate proficiencies in new technology and systems (e.g., ENVOY, TANGO, Workday App, Salesforce, Teams, Zoom).
Serve as personal Helpdesk to team/assigned colleagues; interface and coordinate with IT team as needed for assistance including Zoom and conference tools setup, all supporting a hybrid workplace.