Administrative Support - Princeton University

The Industrial Relations Section (IRS) is a leading center for research in labor economics and related fields consisting of approximately 40 faculty, graduate students, research assistants, and administrative staff as well as additional visiting scholars and postdoctoral research associates. The IRS seeks an administrative professional who can create a welcoming, positive, and inclusive environment while completing tasks related to front desk and receptionist duties, purchasing and financial transaction support, communications, and other general office support.

The person in this position must use discretion to prioritize and execute tasks in a manner that results in a highly efficient and productive environment through the use of technology and processes. This position also requires the ability to switch between working under close supervision and working independently, depending on the activity. This position reports to the IRS associate director.

Front Desk and Office Maintenance Support (30%)

• Staffs the front desk and serves as primary phone/visitor contact; greets visitors and responds to all manner of questions in person, by phone, and email.
• Maintains a neat appearance of public spaces in the Section.
• Handles and prioritizes incoming materials and requests.
• Distributes mail, paychecks, and packages. Sets up and sends Fedex, UPS, etc.
• Serves as a building/Section access coordinator.
• Distributes office keys and maintains key log.
• Handles all building services/facilities work requests.
• Manages room scheduling requests for LAS Rm 271 via the Event Management System (EMS), routing requests to others for review and approval as needed.
• Manages reservation for internal IRS meeting rooms

Purchasing and Finance (30%)

• Maintains inventory of and purchases general office supplies and general office equipment.
• Creates requisitions, marketplace orders, vouchers, honorarium payments, and other related transactions as assigned.
• Serves as Concur expense delegate for students, visiting researchers, and senior research specialists, providing assistance in preparing and reviewing expense reports.
• Maintains working relationship with all our outside service vendors.
• Supports the Labor Economics Librarian with book purchases for the IRS Reading Room as needed.

Communications (20%)

• Maintains Section’s administrative mailing and distribution lists and databases.
• Within a Drupal-templated site, enters regular updates for events, working papers, announcements, and other content.
• Develops and implements a schedule for the creation and posting of new content throughout the academic year, based on existing and new web content strategies and plans.
• Collaborates with marketing personnel in Economics and the University’s Public Affairs/Communications office to coordinate content that promotes the work and achievements of Section members.
• Creates graphics for use on website and in email communications.

General Office Support ( 20%)

• Assists the Faculty Assistant/Events Coordinator with Section events as needed.
• Assists the Administrative Assistant with undergraduate and graduate student employment tasks.
• Manages scheduling and other administrative tasks related to Orley Ashenfelter's The Work Goes On Podcast (https://irs100.princeton.edu/podcasts).
• Maintain records of administrative team meetings.
• Administrative support for research staff searches.

Essential

• Associate's Degree or equivalent work experience
• Ability to work independently with minimal supervision and as part of a team
• Superior interpersonal skills and the ability to communicate effectively with a broad array of people
• Excellent organizational skills, including the ability to set priorities and juggling competing demands and deadlines
• Tact, excellent judgment, and the ability to maintain confidentiality when handling sensitive situations
• Particular attention to details and accuracy
• Advanced computer skills (Microsoft Office Suite, Adobe Professional) and the ability and willingness to learn new systems quickly and use technology effectively.
• Proficiency with working with Drupal website templates

Preferred

• Experience working with faculty in a higher education environment
• Experience with Princeton Business systems, such as Prime, Concur, JobX/TimesheetX a plus
• Proficiency in Photoshop and/or other graphic design tools
• Experience with content requirements for various social media platforms

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