Job ID: 2022-16066 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Effron Center for Study of America is excited to invite candidates to apply for its new Center Coordinator position. The Effron Center 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. This person in this position will handle the day-to-day needs of the Effron Center leadership as they conceive and implement the Centerâ™s growth plans and mission-driven initiatives. Supporting the Center Director and Assistant Director, this role will be responsible for: coordinating the Centerâ™s administrative activities as well as short and long term initiatives; supporting permanent faculty and visitors; handling daily office duties; and assisting in event preparation. The Effron Center is a team-oriented, collaborative unit. The Center Coordinator will be part of the small administrative team focused on implementing well the Centerâ™s teaching, research, and programming goals. This position reports directly to the Assistant Director with a dotted line to the Director.
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, email support; participate in event planning, such as room reservations, catering orders, and other duties; and providing office support, such as answer Center phone and emails, mail, purchasing, liaison for telephony, building access, and safety; and other duties as needed.
Under the direction of the leadership, Duties include, but are not limited to:
- Accomplish priority tasks, as determined weekly
- Manage small and larger projects, as assigned. Through regular leadership meetings and conversation, assure Center priorities are addressed, issues escalated, and deadlines met
- Attend weekly priorities team meetings and one-on-one with Assistant Director.
- Maintain Director calendar, draft correspondence and presentations
- Answer phones, and reply to emails, as requested
- Assist with purchasing, and preparing Concur reports
- Locate and share rules and procedures and policy information
- 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
- Assist with assuring faculty and staff meet 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
- 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.
- Anticipate and resolve problems that may arise with direction and/or assistance from the Leadership
- Assist with creating presentations
- Create and maintain confidential records
Support growing contingent of full and joint Effron Center faculty, postdocs, annual distinguished fellows, and visiting lecturers with onboarding and offboarding. Additional duties to support permanent faculty may include:
- Manage mailroom, sorting incoming and outgoing mail and packages
- Oversee internal calendar with Center meetings and events, etc
- Submit work orders and track service requests.
- Maintain physical and digital filing, when appropriate
- Manage office keys distribution and tracking
- Purchase office supplies, kitchen supports and adhoc needs
- Organize and maintain storage areas and historical files
Under direction of the leadership, 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 agenda preparation.
In collaboration with Communications and Events manager, support event planning as time permits, such as with reservations, catering orders, or guest travel
Proof read communications and participate in QA process prior to publication
Bachelorâ™s degree or equivalent work experience
3- 5 yearsâ™ 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
A customer-service orientation
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
Proficiency in a Windows environment and Microsoft Office including Outlook, Word, Excel, PowerPoint, as well as Mac OS, and web browsers, applications and tools
Ability to work Princetonâ™s official operating hours, on campus, and approximately 4-6 evenings per academic year
Ability to lift up to 15 lbs
Experience in Higher Education setting, or within Princeton University.
Experience with Concur, PeopleSoft, Prime Financials, Microsoft Teams, Slack, Sharepoint
Experience with Prezi, Microsoft Visio and Access, and/or Adobe Creative Cloud.
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.