Administrative Assistant

Princeton University; Princeton (NJ); Vor Ort; USD 60.000 - 70.000; Vollzeit

Zusammenfassung

Princeton University’s Keller Center seeks a full-time Administrative Assistant to support operations, facilities, and finances in a fast-paced academic environment. The role is in-office for a 2-year term with possible extension, collaborating with staff, faculty, students, and campus partners.

Responsibilities include calendar management, expense tracking, purchasing, event coordination, and maintaining public information. Strong organizational skills and sound judgment are essential.

Qualifikationen

• Experience coordinating facilities, space scheduling, or office operations.

Aufgaben

• Provide day-to-day administrative support for Keller Center operations, including data entry and office coordination.
• Manage calendars and schedule meetings for staff and programs.
• Process transactions in University systems such as SAFE, Concur, Marketplace, and Registrar systems.
• Coordinate with facilities on building maintenance requests and space scheduling.
• Assist with purchasing, expense tracking, and budget-related activities.
• Provide logistical support for programs and events, including room setup and on-site coordination.
• Maintain accurate information on the Keller Center website and public-facing platforms.

Kenntnisse

Facilities coordination

Office operations

Organization

Communication

Microsoft Office

Ausbildung

Bachelor's degree

Tools

Prime

Concur

Princeton Marketplace

EMS

Jobbeschreibung

Overview

The Keller Center for Innovation in Engineering Education at Princeton University seeks a full-time Administrative Assistant. The successful candidate brings strong organizational skills, sound independent judgment, and a service mindset. They are comfortable in a fast-paced environment where priorities shift with the academic calendar. The position works closely with Keller Center staff, faculty, students and campus partners. This is a 2-year term position, with the possibility of extension and is full-time in-office.

Responsibilities

Operational Support

• Provide day-to-day administrative support for the Keller Center's operations, including data entry, record keeping, travel booking, faculty support, and general office coordination.
• Manage calendars and schedule meetings for Keller Center staff, the faculty director, and programs.
• Process and track transactions through University systems such as SAFE, Concur, Marketplace, Registrar systems, and Facilities work orders.
• Coordinate office supply ordering and liaise with Facilities staff on building or maintenance requests.
• Assist with purchasing, expense tracking, and other budget-related administrative activities.
• Provide logistical support for Keller Center programs and events, including room setup, materials preparation, and on-site coordination.
• Coordinate with communications staff to help maintain accurate information on the Keller Center website and other public-facing platforms.

Building, Space Scheduling, and Facilities Management

• Serve as the EMS administrator for the Keller Center building. Manage room reservations, approve and resolve booking requests, and maintain space and calendar settings.
• Act as the primary point of contact for facilities at 110 Prospect Avenue. Submit and track work orders, and coordinate repairs, maintenance, and custodial needs with University Facilities.
• Coordinate building access, keys, and card access for staff, faculty, and students.
• Manage AV, furniture, and equipment needs for the Center's spaces.
• Manage relationships with outside vendors and contractors, including scheduling and site access.
• Maintain building procedures, inventory, and emergency and safety information.
• Support facilities upkeep by monitoring the condition of shared spaces, coordinating with Facilities on cleaning and repair needs, and maintaining office plants.
• Serve as a primary point of contact for visitors, phone calls, and email inquiries related to Keller Center programs.

Financial Support

• Prepare, submit, and track journal entries and other financial transactions in Prime, in line with University policy.
• Prepare and substantiate Concur expense reports. Reconcile University-issued credit card transactions.
• Set up requisitions, purchase orders, and contracts, and onboard new suppliers.
• Process payments for speakers and visitors.
• Assist the Manager, Finance and Administration with account reconciliation, monthly reporting, and budget tracking.

Qualifications

Essential Qualifications

• Experience coordinating facilities, space scheduling, or office operations.
• Excellent organizational skills and the ability to manage a variable workload, meet simultaneous deadlines, and work independently.
• Strong attention to detail and problem-solving skills, with sound judgment and discretion in handling confidential information.
• Excellent written and verbal communication and interpersonal skills, with a service-oriented approach.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn new systems quickly.

Preferred Qualifications

• Bachelor's degree.
• Knowledge of Princeton University systems, such as Prime, Concur, Princeton Marketplace, and EMS.
• Experience administering grants, awards, or funding programs.
• Experience in a higher education or academic setting.

Princeton University is an Equal Opportunity 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.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Estimated Appointment End Date

1/15/2029

Physical Capacity Exam Required

No

Valid Driver's License Required

No

Salary Range

$60,000 to $70,000