Administrative Coordinator

Princeton University; Princeton (NJ); On-site; USD 66,000 - 76,000; Full time

Job summary

Princeton University’s Department of Art & Archaeology invites applications for an Administrative Coordinator to join a collaborative team. You will support the department Chair, manage calendars, coordinate faculty searches, and assist with donor communications and fundraising initiatives.

You will also help organize Advisory Council activities, support institutional research, and oversee day-to-day office operations, including the Barr Ferree Fund for Publishing.

Qualifications

• Bachelor's degree or equivalent.
• High-level administrative experience with ability to handle confidential matters.
• Strong organizational and time management skills with the ability to multi-task and adapt to changing priorities.
• Excellent verbal and written communication skills, including writing, editing, and proofreading.
• Must be able to work independently with self-initiative and as part of a collaborative team.
• Intermediate ability to use Microsoft Office programs (Outlook, Word, Excel, PowerPoint, Access, Teams, and OneDrive), SharePoint, and Google Drive.

Responsibilities

• Provides administrative support for the department Chair, often including highly confidential matters.
• Schedules meetings and appointments; maintains calendar and provides weekly reminders of the schedule.
• Assists with faculty searches: supports committee chair, manages candidate visits and interviews, reconciles expenses, compiles dossiers.
• Prepares correspondence and reports to donors, Advisory Council members, and strategic partners.
• Assists with organizing the bi-annual Advisory Council meeting (travel, agenda, catering).
• Assists with institutional research around policies, programming, and procedures.
• Prepares meeting materials and takes minutes for departmental meetings.
• Assists with day-to-day administration of the Barr Ferree Fund for Publishing and related cycles.

Skills

Administrative experience

Organizational skills

Time management

Communication skills

Team collaboration

Self-initiative

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

SharePoint

Google Drive

Outlook

Job description

Overview

The Department of Art & Archaeology at Princeton University is seeking an Administrative Coordinator. Established in 1882, the Department of Art & Archaeology has been home to some of the most distinguished scholars in the field and, over the decades, has grown to cover an expanding range of media, cultures, and methodologies. Today, coursework in art history and archaeology is supported by the extraordinary art collection of the Princeton University Art Museum, by the resources of the Marquand Library, the world's finest art history library, and by close relationships with numerous other departments on our campus. Under the department's umbrella are three rsearch centers: the Index of Medieval Art, the Tang Center for East Asian Studies, and Visual Resources (which manages the department's archaeological holdings).

The Administrative Coordinator is a central member of the administrative team of the department. Reporting to the Manager of Finance & Administration (Department Manager), this position performs key office and front desk functions; supports the chair of the department administratively; assists faculty members; aids colleagues with class trips; and supports the department manager with the day-to-day administration of the Barr Ferree Fund for Publishing.

Although this position is responsible for a variety of tasks, many of them occur yearly, semiannually, or biennially. This position is 100% duty time during the academic year for 10 months a year (approximately August 15 - June 15). Staff in the department work four days in the office and one day from home, as workload allows, in keeping with the University’s in-person collaborative culture, which supports the in-person teaching and research mission and fosters sustained, meaningful professional connections that enable individual and collective excellence.

Responsibilities

Administrative Assistant to the Chair

• Provides administrative support for the department Chair, often including highly confidential matters.
• Schedules meetings and appointments (including determining meeting attendees' availability); maintains calendar and provides the Chair with weekly reminders of the upcoming schedule.
• Faculty searches: answers general inquiries; works directly with the committee chair on supporting the administrative needs of the search; keeps committee members apprised of all candidate issues; schedules and manages candidate visits, committee meetings, and online interviews; reconciles expenses; compiles final dossier for Dept Manager to submit to Office of the Dean of the Faculty (DOF).
• Prepares correspondence and reports on behalf of the Chair to donors, the Advisory Council members, and strategic partners.
• Assist with the organization of the bi-annual Advisory Council meeting on campus (travel, agenda, catering, participants)
• Assisting with institutional research surrounding policies, programming, and procedures
• Preparing and distributing agendas, assisting the chair with the preparation of meeting materials, and taking minutes for departmental meetings
• Undertakes special projects as assigned

Receptionist/Office Support

• Acts as the first point of contact for students, university colleagues, and visitors to the department.
• Orders and maintains office supplies for the department and proactively works with Shared Services on any financial transactions and questions. Independently advises and coordinates with faculty and staff regarding purchasing policies and procedures.
• Coordinates the department's mailing and shipping needs (including disseminating mail, ordering mailing supplies, and facilitating shipping requests or receivables)
• Works with Dept. Manager to coordinate office moves or readying spaces used for hosting temporary visitors
• Proactively contacts facilities/building services as needed for maintenance or refuse issues
• Organizes annual shredding day and book donations
• Update the Department's Access database including department phone list, faculty and staff information, office locations, as well as updated lists of post-docs, visiting scholars, students, and students.
• Revises and distributes the department “blue” book before the beginning of semester and makes it available on the department's SharePoint directory for everyone's reference.
• Acts as telephone coordinator for the department and updates online directory as needed.
• Assist Department manager in coordinating building access requests (CACS and Salto change requests)
• Provides back-up and assistance to other members of the office support staff and performs as a team player in carrying out the collective administrative work in support of the department.
• Additional duties as assigned

Faculty Assistance & Support

• Assist faculty officers with meeting room reservations for committee meetings, and coordinating meetings times for ad hoc meetings
• Assist faculty members with scanning and copying requests
• Assist IT Manager with basic classroom support for seminar rooms within the A&A suite
• Assist faculty with EMS requests for PUAM Object Study Room visits and Gallery visits if needed
• Assist the Graduate Program Administrator and Undergraduate Program Administrator on coordinating class trips to local museums, and break-week trips that involve more extensive travel organization

Barr Ferree Fund for Publications

• Assist the department manager with the day-to-day administration of the Barr Ferree Fund for Publishing.
• Assist with twice-yearly application cycles (November 15 & April 15), including associated communication, application processing and award notifcation.
• Track subvention award grants and reproduction fee reimbursement requests and update grant management tracking documents.
• Process subvention award payments after receipt of complimentary copies of publications.
• Organize committee meetings, meeting room reservations, and catering needs.
• Takes minutes during committee meetings

Qualifications

Essential Qualifications

• Bachelors degree or equivalent
• Demonstrated high-level administrative experience with the ability to exercise good judgement, maintain confidentiality, and discreetly handle sensitive information, while conducting oneself with professionalism and diplomacy in all interactions
• Strong organizational and time management skills with the ability to multi-task and adapt to changing priorities while meeting deadlines
• Excellent verbal and written communication skills, including writing, editing, and proofreading
• Must be able to work independently with self-initiative and as part of a collaborative team
• Intermediate ability to use Microsoft Office programs (Outlook, Word, Excel, PowerPoint, Access, Teams, and OneDrive), SharePoint, and Google Drive.

Preferred Qualifications

• 3+ years equivalent experience in office administration
• Prior experience as an Administrative Assistant or Executive Assistant is highly desired
• Experience in higher education is desired.

Princeton University is an Equal Opportunity 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

Physical Capacity Exam Required

No

Valid Driver's License Required

No

Experience Level

Entry Level#LI-CN1

Salary Range

$66,000 to $76,000