Job ID: 2019-10332 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Department of Ecology & Evolutionary Biology (EEB) is seeking a highly motivated and experienced individual to provide high level administrative support to the Department Chair and Department Manager. In this role, the incumbent serves as a key administrative contact with the central administrative offices, including but not limited to the Office of the Provost and the Dean of the Faculty (DOF) for the Department of Ecology & Evolutionary Biology. This position also serves as a resource for faculty, staff, and students on policy and procedural issues.
Support Department Chair and Department Manager:
High level administrative support for both positions, including but not limited to scheduling, travel, course support, maintenance of highly confidential department, faculty, personnel, and advisory council files.
Coordinate faculty search and promotions processes.
Recommend and document efficiencies to departmental procedures.
Ensure deadlines are met for central offices.
Provide administrative support to three additional faculty.
Special projects as needed.
Maintain individual travel and expense credit card transactions and reconcile Chair's expenses using Concur.
Serve as PRIME requisition creator, process receiving, initiate supplier requests, and non-PO payments for reimbursements.
Utilize Concur platform for all event travel and expenses.
Manage budgets for seminars, distinguished lecture series, and events.
Dotted-line supervisor for two department faculty assistants. Serve as their first point of contact with questions. Provide input on performance reviews as well as recruitment of these positions.
Time collection approval for all bi-weekly staff.
Manage the recruitment process for the students and casual employees hired temporarily each summer.
Oversee and manage all departmental seminars, lectures, and events. This includes several distinguished lectures each year, a weekly seminar series, and several departmental, faculty, staff, and alumni social events.
Delegate appropriate tasks to the faculty assistants that have a dotted-line reporting structure.
Coordinate advisory council meetings.
Maintain procedure manual for events and routine projects.
Create and produce holiday cards, annual newsletter, alumni mailings, department advertisements (delegate tasks as appropriate).
Other Departmental Duties:
Assist with department website updates (news, events, small changes).
Main point of contact for students, staff, and visitors.
Integrate University-wide policy changes to department procedures and conduct small training sessions for faculty assistants.
Bachelor's degree or related experience including supervisory responsibilities.
Advanced experience using Microsoft Word, Excel, Outlook, and PowerPoint.
Excellent organizational, interpersonal, and communication skills, both oral and written.
Ability to problem solve and maintain an outstanding level of confidentiality and professionalism.
Detail-oriented with a proactive approach.
Demonstrated ability to take initiative, prioritize, and work independently.
Excellent judgment and discretion in dealing with sensitive situations.
Ability to multi-task and delegate efficiently.
Experience working with faculty in a higher education environment.
Knowledge of Princeton University policies.
Experience with Princeton University business applications (e.g., Concur, Prime Financials, Blackboard, and Peoplesoft)
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. EEO IS THE LAW
Internal Number: 109867145
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