Academic and Administrative Coordinator - Princeton University

Overview

The Effron Center for Study of America at Princeton University is excited to invite candidates to apply for its Academic and Administrative Coordinator position. The Effron Center for the Study of America works to fulfill Princeton’s institutional vision by offering curricula, supporting research and hosting discussions on the evolving experiences and identities of the peoples of the territories known as America, and is comprised of the Program in American Studies, Program in Asian American Studies, Program in Latino Studies, and fields of study in Indigenous and Native American Studies and American Jewish Studies. The center endeavors to provide spaces for critical analysis guided by principles of civil rights, freedom, social justice and activism; spaces for intellectual discussions that produce transformative agendas based on ethical research. This person in this position will handle the day-to-day needs of the Effron Center leadership as they conceive and implement the Center’s growth plans and mission-driven initiatives. Supporting the faculty Chair and Assistant Director, this role will be responsible for coordinating the Center’s administrative activities and growth plans, supporting permanent faculty and visitors, handling daily office duties, and assisting in event preparation. 

Responsibilities

Duties include supporting progress on Center leadership priorities, such as with meeting planning, preparation and follow-up, calendaring, and logistics; supporting permanent and visiting faculty with the onboarding process, purchasing, follow-up; participate in event planning, such as room reservations, catering orders, set up and close down, and other duties; and provide office support, such as answer Center phone and emails, mail room upkeep, office supplies purchasing, telephony and building access liaison, and safety; and other duties as needed.  The Effron Center is a team-oriented, collaborative unit. The Academic and Administrative Coordinator will be part of the administrative team focused on implementing well the Center’s teaching, research, and programming goals. This position reports directly to the Assistant Director and dotted line to the Chair.

Office and Administrative Support

• Greet Center visitors, answering questions to assist.
• Answer Effron Center’s phone lines and manage EFF’s email inboxes.
• Update internal calendar with Center meetings and events
• Maintain central Gather Space, including lounge, kitchenette and mail room.
• Purchase office supplies and other needs, as directed, and prepare Concur reports.
• Submit facilities work orders and track service requests.
• Maintain physical and digital filing, when appropriate
• Assist with assuring faculty and staff to assure University deadlines are met for the Annual Disclosure/Conflict of Interest reporting, Faculty CV and bibliographies, and other Central Administrative duties.
• Collect information for and enter annually Undergraduate Announcement updates
• Manage office keys distribution and tracking.
• Attend weekly priorities meeting and one-on-one with Assistant Director. 
• Maintain Gather Space

Leadership Assistance

• Support Center Director and Assistant Director in a fast-paced environment to deliver short and long top priority initiatives. Duties include, but are not limited to:
• Coordinate preparations for Executive Committee meetings, including maintaining attendee tracking, arranging catering, book orders, and preparing meeting minutes
• Support faculty search efforts by coordinating visitor travel and accommodations, room reservations, interview scheduling, and itineraries;
• Create and maintain confidential records
• Assist with travel arrangements, including transportation, rooms, meals, and itineraries
• Maintain Chair’s and Center’s internal calendar, draft correspondence and presentations on behalf of leadership.
• Manage timelines and further progress on key initiatives, as determined weekly.
• Project manage efforts as assigned. Through regular leadership meetings and email conversation, assure Center priorities are addressed, issues escalated, and deadlines met.
• Anticipate and resolve problems; communicate early and well, as needed.
• At times, prepare minutes of key meetings.
• Under direction of the Assistant Director, update COOP plan
• Research, plan and organize domestic and international travel during Fall and/or Spring breaks for a contingent of faculty and students, to include hotel accommodations, air travel, ground transportation, on-location meals, on-location destinations, passport/visa and Princeton travel policies.

Event Coordination

In collaboration with Communications and Events manager, handle selected roles of event planning, such as: Room reservations, Catering, Guest travel, Proof reading communications, managing or assisting with event set-up or close. Coordinates all aspects of on-site special events, such as Advisory Council and donor meetings, to include hotel, travel, catering and room reservations, and coordinate and draft agenda with Chair and Assistant Director, draft communications.

Faculty Support

Support growing contingent of full and joint Effron Center faculty, postdocs, annual distinguished fellows, and visiting lecturers with onboarding and offboarding. Set-up new office location, including furniture, computer, phone, key. With approval and over time, occasional duties may include calendaring, purchasing, copying, email support and follow-up, special requests, as appropriate.

Qualifications

Essential Qualifications

• Bachelor’s degree or equivalent education and work experience
• 5 years’ experience in an administrative support role in a fast-paced, collaborative environment.
• Highly organized with a strong attention to detail and ability to work under pressure.
• Ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills
• Ability to be proactive, plan ahead and anticipate the needs of the Directors and office.
• Ability to work independently and as part of a team, assisting others as circumstances may require.
• Ability to create, produce and securely maintain confidential information.
• 3-5 years’ experience supporting a Windows environment and Microsoft Office including Outlook, Word, Excel, PowerPoint, as well as Mac OS, and web browsers, applications and tools.
• A customer-service orientation
• Ability to work Princeton’s official operating hours, primarily on campus, and approximately 8-10 early evenings per academic year.
• Ability to lift up to 15 lbs.

Preferred Qualifications

• Experience in a Higher Education setting, or within Princeton University.
• Experience with Concur, PeopleSoft, Prime Financials, Microsoft Teams, Slack, Sharepoint
• Experience answering phones and email on behalf of an organization

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

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required