Administrative Services Specialist

Princeton University • Princeton, NJ • 4h ago

Department Operations and Planning, OIT Category Administrative Support Job Type Full-Time Overview Administrative Services Specialist is a position within the Finance and Business Office Team, supporting the delivery of accurate trend analysis and tracking, process adherence, and effective recordkeeping. Working under the supervision of the Director, this role assists OIT departments with this operational work related to position management, vendor management, regulatory compliance, career development, and temporary staffing and internship processes. Additional responsibilities include assisting with confidential HR recordkeeping, supporting reporting and evaluation efforts for internship programs., and providing administrative coordination for temporary staff and contractor processes. The successful candidate will demonstrate attention to detail, the ability to collaborate effectively within teams, and a willingness to learn and improve business processes. Responsibilities Operations Support and Record Keeping:Primary responsibility for operational recordkeeping and analysis related to position management, temporary staffing details, reward and recognition, and relevant contract and vendor details This includes working with the Budget and Finance team to create dashboards for managers to make decisions related to HR operational processes Lead the process for collecting and tracking requests for the University provided rewards and recognition program Work closely with the Budget and Finance team and Vendor Manager to ensure all our processes are in sync and optimized for efficiency. Lead process improvement efforts within the Finance and Operations space, seeking areas to improve workflow and automate our processesRegulatory Compliance Record Keeping: Support record keeping for compliance initiatives. Help organize audit-ready documentation and participate in the implementation of compliance programs. Work with the Vendor Manager on contract and vendor compliance and provide support in analyzing and tracking vendor risk data. Assist in collecting and tracking relevant license and contract compliance data for the vendor manager, ensuring that all necessary data is accurate and usable.Internship Program & Career Path Support: Lead the management and tracking for internship and career pathing programs. Work with managers to keep participant data accurate and help with reporting and program evaluation.Temp and Contractor Process Support: Assist hiring managers with new employee onboarding Lead the temporary staff and contractor processes, including contract documentation, onboarding, and offboarding procedures. Manage the relationship with the temporary agencies, ensuring that we are following the established rates and terms within the agreements Onboard and offboard temporary agency members, and track the start and end dates in coordination with the budget and finance teamHR Record keeping: Maintain timely and up-to-date HR transactional records in accordance with Office of Human Resources and Provost's Office processes, ensuring data accuracy and integrity for all HR transactions (talent acquisition, onboarding, offboarding, performance management, and compensation). Ensure data integrity, security, and compliance with internal and external audit requirements. Maintain the job description repository ensuring the job descriptions are up to date and reviewed on a regular basis in cooperation with Human Resources Maintain the annual performance review database, ensuring the information is updated regularly for accurate and timely APR processes. Work closely with the Director to ensure accurate and timely updates to the public organization charts Qualifications Essential Qualifications: Minimum 5 years of related experience. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong written and verbal communication skills.

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