Academic Support III

Princeton University • Princeton, NJ • 1d ago

Department Schl of Public & Int'l Affairs Category Administrative Support Job Type Full-Time Overview The Princeton School of Public and International Affairs (SPIA) at Princeton University is seeking a full-time Academic Support/Administrative Assistant who will provide a wide variety of administrative support to numerous faculty members who are joint with other departments, visiting lecturers and center directors. The successful Administrative Assistant must demonstrate a high degree of professionalism in a fast-paced environment, exercise independent judgment and strong organizational skills, while being flexible as demands and priorities change. This position collaborates closely with other department staff, as well as colleagues across campus and vendors/collaborators outside the University. Responsibilities Faculty Related /Academic Support Assemble and collate course materials, manage information and readings on Canvas; place and process orders for books, articles, and desk copies; order and coordinate the AV equipment for classrooms; distribute and collect papers and exams.Financial Support Arrange travel for faculty members, including class trips and external class speakers; process travel reimbursements; reconcile faculty research accounts. Support faculty with greater university-wide commitments by assisting with needs relating to visitor/guest travel and lodging, space and catering reservations, conference support, and more. Prepare and substantiate monthly expense reports in Concur. Set up contracts, requisitions, and purchase orders; onboard suppliers. Order supplies and place orders via Princeton Marketplace or use a University-issued credit card within budgetary limits in accordance with University policy.Center Support The administrative assistant will support the Center for the Study of Democratic Politics and affiliated colleagues with conferences and weekly lunch seminars. Working closely with the Center Program Coordinator, this will include hotel, car, and travel arrangements, ordering meals, preparing materials and name tags, tracking RSVPs, managing registration and lunch tables, AV support during the events, reimbursements for visitors, and contact speakers regarding the logistics for their speaking engagement. Conferences may occur two or three times a year outside business hours. Order and maintain supplies for center lounge. Stock beverages and weekly bagel order. Help maintain clean common spaces, such as coffee machines, lounge, and conference room. Assist CSDP fellows and affiliated graduate students and researchers, who have research grants, with expenditures and gathering research reports.Other Departmental Support Manage the hiring process for research assistants and casual employees which includes posting position in JobX and approve timesheets bi-weekly. Manage web pages for faculty or center updates. Utilize web-based programs for appointment scheduling, accounting reports, document sharing. Draft and edit correspondence, handle reference letters, and assist with research related activities. Provide backup support to other assistants. Qualifications Essential Minimum Required Knowledge, Competencies and Abilities High School diploma or GED Three to five years of related experience, especially with financial tasks. Excellent organizational skills to balance a variable workload, the ability to work independently, work under pressure, be a great team player, and meet simultaneous deadlines. Strong analytical and problem-solving skills, attention to detail, action oriented, a sense of humor and strong integrity are essential. Must have excellent interpersonal and communication skills (both written and verbal) and the ability to exercise discretion in obtaining and providing factual and confidential information. Proficient in Microsoft Office applications such as Word, Excel, and Outlook;

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