Events Administrator and Faculty Assistant
Princeton, New Jersey, United States
Job Summary
Occupation
Clerical and Administrative
Specialty
Administrative Assistant
Location
08542, Princeton, New Jersey, United States
Visa Sponsorship
No
Job Description
Last Update:
1/11/24
Overview:
The Office of Population Research (OPR) seeks a highly organized individual to plan departmental in-person and virtual events and provide administrative support to the OPR community, including faculty associates, students, and department guests and visitors.
The individual will manage all events including, but not limited to, a weekly scholarly seminar series, conferences, webinars, department social gatherings, and research cluster meetings. This position will also support faculty teaching and research administrative tasks, including those associated with courses, office hours, website updates, research support and financial tasks. They will work with various university departments and off campus vendors to organize events. The EFA will also provide administrative support for the department and be responsible for essential financial functions such as onboarding suppliers, requisitioning purchase orders, initiating honoraria and other payments, and trouble-shooting problems that arise at all phases of the payment process. The position requires strong interpersonal and communication skills, the ability to complete complex assignments quickly, independently, and proactively, and the ability to manage and prioritize multiple, simultaneous projects and tasks.
Responsibilities:
Manages and provides on-site supervision for all Transportation and Logistics for events, conferences, workshops, and gatherings. Tasks include but are not limited to administratively running and managing events; booking event rooms; facilitating and organizing domestic and international guest travel and accommodations (including informing guests of university visitor guidelines and policies, and troubleshooting visitor-related problems), catering, advertising (including event communications such as creating and distributing announcements on paper and electronically), and technology set-up (including setting up and managing zoom links for virtual events). This also includes providing event support for OPR faculty associate and student event organizers.
Oversees requests for departmental spaces in EMS, reserves on-campus rooms.
Represents OPR at Princetons Events Coordinators meetings.
Onboards suppliers, requisitions purchase orders, manages honoraria and other payments, and trouble-shoots problems that arise at all stages of the payment process. Liaises closely with F&T and potential suppliers to bring the on-boarding process to completion. Keeps up-to date with compliance and policy requirements; places orders with building services, the Digital Print Center, and other entities both on and off campus.
Manages event budgets using PRIME financials/Concur and completes all fiscal transactions. Develops and updates event budgets in Excel spreadsheets and PRIME financials and provides updates to event organizers. Ensures expenses are compliant and charged to correct chartstrings.
Provides office support for the department by ordering supplies, overseeing copy machines, maintaining the coffee station, processing Federal Express and UPS mailings through the EShipGlobal system, and receiving and distributing department mail; coordinating telephone services for OPR faculty and staff, and providing backup support to other staff positions as needed.
Provides administrative support to assigned faculty with tasks associated with teaching and research, including but not limited to proofreading, editing, assisting with presentations, tables, figures and graphs, creating biosketches, updating CVs (etc), as well as other departmental responsibilities.
Assists with OPR online and physical publications (such as the website, faculty articles, the OPR annual report, and other materials such as pamphlets and brochures) including putting news and events on the website; editing, formatting and proofreading documents, compiling information for publications; designing the format and layout for publications; and formatting references and citations for articles and other documents.
Qualifications:
Essential:
Bachelors degree
Minimum of 3 years administrative experience
Strong organizational skills and the ability to prioritize tasks and work independently in a fast-paced environment, with careful attention to detail and excellent time management.
Excellent oral and written communications skills.
A high degree of interpersonal skills, professionalism, tact and discernment, sound judgment, confidentiality, and flexibility as demands and priorities change.
Ability to communicate effectively with a broad and diverse set of customers including faculty, staff, students, other departments within the university, visitors to the department, and outside vendors.
A willingness and ability to learn new skills as needed to support OPR faculty, staff and students.
Preferred:
Knowledge of PRIME, Concur, PeopleSoft, Drupal, and Microsoft Office applications.
Experience with editing, proofreading, graphs, and tables, and other research administrative tasks, like references and publications formatting.
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. KNOW YOUR RIGHTS
Standard Weekly Hours: 36.25 Eligible for Overtime: Yes Benefits Eligible: Yes Probationary Period: 90 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Drivers License Required: No : #LI-CN1
The Office of Population Research (OPR) seeks a highly organized individual to plan departmental in-person and virtual events and provide administrative support to the OPR community, including faculty associates, students, and department guests and visitors.
The individual will manage all events including, but not limited to, a weekly scholarly seminar series, conferences, webinars, department social gatherings, and research cluster meetings. This position will also support faculty teaching and research administrative tasks, including those associated with courses, office hours, website updates, research support and financial tasks. They will work with various university departments and off campus vendors to organize events. The EFA will also provide administrative support for the department and be responsible for essential financial functions such as onboarding suppliers, requisitioning purchase orders, initiating honoraria and other payments, and trouble-shooting problems that arise at all phases of the payment process. The position requires strong interpersonal and communication skills, the ability to complete complex assignments quickly, independently, and proactively, and the ability to manage and prioritize multiple, simultaneous projects and tasks.
Responsibilities:
Manages and provides on-site supervision for all Transportation and Logistics for events, conferences, workshops, and gatherings. Tasks include but are not limited to administratively running and managing events; booking event rooms; facilitating and organizing domestic and international guest travel and accommodations (including informing guests of university visitor guidelines and policies, and troubleshooting visitor-related problems), catering, advertising (including event communications such as creating and distributing announcements on paper and electronically), and technology set-up (including setting up and managing zoom links for virtual events). This also includes providing event support for OPR faculty associate and student event organizers.
Oversees requests for departmental spaces in EMS, reserves on-campus rooms.
Represents OPR at Princetons Events Coordinators meetings.
Onboards suppliers, requisitions purchase orders, manages honoraria and other payments, and trouble-shoots problems that arise at all stages of the payment process. Liaises closely with F&T and potential suppliers to bring the on-boarding process to completion. Keeps up-to date with compliance and policy requirements; places orders with building services, the Digital Print Center, and other entities both on and off campus.
Manages event budgets using PRIME financials/Concur and completes all fiscal transactions. Develops and updates event budgets in Excel spreadsheets and PRIME financials and provides updates to event organizers. Ensures expenses are compliant and charged to correct chartstrings.
Provides office support for the department by ordering supplies, overseeing copy machines, maintaining the coffee station, processing Federal Express and UPS mailings through the EShipGlobal system, and receiving and distributing department mail; coordinating telephone services for OPR faculty and staff, and providing backup support to other staff positions as needed.
Provides administrative support to assigned faculty with tasks associated with teaching and research, including but not limited to proofreading, editing, assisting with presentations, tables, figures and graphs, creating biosketches, updating CVs (etc), as well as other departmental responsibilities.
Assists with OPR online and physical publications (such as the website, faculty articles, the OPR annual report, and other materials such as pamphlets and brochures) including putting news and events on the website; editing, formatting and proofreading documents, compiling information for publications; designing the format and layout for publications; and formatting references and citations for articles and other documents.
Qualifications:
Essential:
Bachelors degree
Minimum of 3 years administrative experience
Strong organizational skills and the ability to prioritize tasks and work independently in a fast-paced environment, with careful attention to detail and excellent time management.
Excellent oral and written communications skills.
A high degree of interpersonal skills, professionalism, tact and discernment, sound judgment, confidentiality, and flexibility as demands and priorities change.
Ability to communicate effectively with a broad and diverse set of customers including faculty, staff, students, other departments within the university, visitors to the department, and outside vendors.
A willingness and ability to learn new skills as needed to support OPR faculty, staff and students.
Preferred:
Knowledge of PRIME, Concur, PeopleSoft, Drupal, and Microsoft Office applications.
Experience with editing, proofreading, graphs, and tables, and other research administrative tasks, like references and publications formatting.
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. KNOW YOUR RIGHTS
Standard Weekly Hours: 36.25 Eligible for Overtime: Yes Benefits Eligible: Yes Probationary Period: 90 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Drivers License Required: No : #LI-CN1