Events and Administrative Coordinator

Princeton University; Princeton (NJ); On-site; USD 65,000 - 75,000; Full time

Job summary

Princeton University seeks an Events and Administrative Coordinator to advance Campus Life objectives by organizing university events and providing executive support. You will manage the VP’s calendar, coordinate campus-wide events, handle invitations, menus, budgets, and logistics, and support ODUS meetings and communications.

The role requires 3+ years of experience, a Bachelor’s degree, strong organizational and communication skills, and ability to work evenings/weekends.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3+ years of event planning and administrative experience.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent interpersonal skills and a high degree of professionalism, initiative, and “can do” attitude.
• Excellent oral and written communication skills.
• Strong work ethic and discretion when dealing with confidential material.
• Demonstrated ability to work independently while being a part of a larger team.
• Experience with Word, Excel, Adobe, and PowerPoint.
• Evening and weekend work is required.
• Must possess and maintain a valid driver’s license and be authorized to operate a motor vehicle; travel to off-site vendor locations may be required.

Responsibilities

• Events (60%): manages the VP’s annual events calendar and supports events across campus.
• Collaborate with campus partners to plan receptions, lunches, dinners, and other events.
• Create guest lists, invitations, and promotional materials.
• Coordinate menus, dietary needs, and rental equipment; handle logistics and AV support.
• Provide onsite event support and vendor management within budget.
• Administrative (40%): provide executive support and calendar management.
• Greet visitors, prepare meeting materials, and support ODUS meetings and trainings.
• Maintain Campus Life websites and support communications.

Skills

Event planning

Administrative support

Communication

Organizational skills

Interpersonal skills

Professional discretion

Education

Bachelor’s degree

Tools

Word

Excel

Adobe

PowerPoint

Job description

Overview

The mission of Campus Life is to enhance the holistic development and educational experience of all students. The Events and Administrative Coordinator will advance this objective by organizing and supporting a range of events sponsored by the Office of the Vice President for Campus Life and the Office of the Dean of Undergraduate Students. These events will take place at the University residence for the Vice President for Campus Life, as well as other locations on campus, and will engage undergraduate and graduate students.

This position will also provide administrative assistance in the Office of the Vice President for Campus Life, with responsibilities ranging from providing executive support for the Vice President and the Assistant Vice President for Planning and Administration to responding to inquiries from students, families, alumni, staff, and faculty.

This is a full-time, benefits eligible term position that reports to the Vice President for Campus Life.

Responsibilities

Events (60%)

The Events and Administrative Coordinator manages the Vice President’s annual events calendar and supports select events that are sponsored by the Office of the Dean of Undergraduate Students (ODUS). These events include both small and large gatherings for the University community on campus and at the official residence for the Vice President for Campus Life. Event management responsibilities include:

• Collaborate with campus partners (e.g., Campus Dining, Facilities, Campus Life units, etc.) to plan and implement receptions, lunches, dinners, and other events.
• Create guest lists, prepare and send invitations, and develop communication materials to promote events.
• Coordinate menus and place orders, with attention to special dietary needs.
• Arrange rental equipment (tables, chairs, tents, etc.) and décor.
• Coordinate deliveries, event set-up, catering, audio-visual support, troubleshooting and other logistical aspects of events.
• Provide onsite event support as needed, including outside of regular business hours.
• Identify and contract with vendors, in a cost-effective manner.
• Project and track expenses within a defined budget
• Compile and assess student participation data.

Administrative (40%) The Events and Administrative Coordinator attends to administrative responsibilities throughout the year, often in coordination with the Executive Assistant. Administrative responsibilities include:

• Provide executive support for the Assistant Vice President for Planning and Administration and assist the Executive Assistant with calendar management for the Vice President for Campus Life. (e.g., calendar management, meeting coordination, and minutes, etc.)
• Field inquires and greets visitors to the Office of the Vice President for Campus Life
• Collect and produce materials for meetings and committees; prepare presentations and other materials in electronic or printed format.
• Provide administrative support to ODUS, including coordinating logistics for Commencement Committee meetings, monthly class officer meetings, and other departmental meetings and gatherings; responsibilities include arranging meeting spaces, coordinating catering and meals, and ensuring the successful planning and execution of meetings and gatherings.
• Help administer and report completion rates on required trainings for students, faculty, and staff.
• Serve as staff to committees and working groups.
• Maintain the Drupal based, Campus Life website and the TigerLife website, as well as support communication efforts within and beyond the division.
• Other administrative duties as assigned.

Qualifications

Essential Qualifications

• Bachelor’s degree or equivalent experience
• 3+ years of event planning and administrative experience
• Strong organizational skills and ability to manage multiple priorities.
• Excellent interpersonal skills and a high degree of professionalism, initiative, and “can do” attitude.
• Excellent oral and written communication skills
• Strong work ethic and discretion when dealing with confidential material.
• Demonstrated ability to work independently while being a part of a larger team.
• Demonstrated competency with computer software applications, including Word, Excel, Adobe, and PowerPoint
• Evening and weekend work is required.
• Must possess and maintain a valid driver's license and be authorized to operate a motor vehicle. This position supports events and programs and may require travel to off-site vendor locations for the pickup, transport, and delivery of event-related materials and supplies.

Preferred Qualifications

• Experience working at Princeton University or another college or university setting is desirable.

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

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

Experience Level

Entry Level#LI-JE1

Salary Range

$65,000 to $75,000