Office Coordinator

Princeton University; Princeton (NJ); On-site; USD 62,000 - 72,000; Full time

Job summary

Princeton University is seeking anOffice Coordinator for the Investigations Unit to provide essential administrative support in a fast-paced office. You will manage calendars, coordinate meetings, prepare summaries, and assist investigators with logistics while handling sensitive information with discretion.

The role requires strong communication, organizational skills, and the ability to work both independently and with a team in a confidential environment.

Qualifications

• Superior judgment and discretion in handling sensitive matters.
• Excellent interpersonal, written and verbal communication.
• Ability to work independently and as part of a team.

Responsibilities

• Organize and maintain team Outlook calendars.
• Coordinate meeting arrangements and IU room reservations.
• Prepare summaries and circulate action items.
• Assemble reports for the IU Director.
• Maintain training materials and the IU Handbook.
• Assist investigators with logistics and time reporting.
• Manage expenditures and onboarding of new hires.
• Plan staff events and coordinate travel logistics.
• Handle general office duties and archive files.
• Maintain office equipment and order supplies.

Skills

Superior judgment

Interpersonal skills

Written and verbal communication

Organizational skills

Time management

Attention to detail

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

SharePoint

Google Workspace

Adobe Acrobat

Job description

Overview

The Investigations Unit (IU) is responsible for conducting investigations into allegations of potential University policy violations as referred by other University departments, including the Dean of the Faculty (DOF), Human Resources (HR), Institutional Equity and Diversity (IED), the Graduate School (GS), Princeton Plasma Physics Laboratory (PPPL), and Title IX (TIX). The centralized function of the IU promotes investigative best practices and the foundational principles of consistency, neutrality, fairness, and efficiency. The Office Coordinator reports directly to the Director of the Investigations Unit and provides a substantial range of administrative support to the department including meeting planning and scheduling, labor accounting management, assistance in preparing investigation report materials, event planning, and records management.

The Office Coordinator is a proactive, team-oriented individual who can work in a fast-paced office environment where confidentiality, attention to detail, and organizational skills are crucial to being effective.

Responsibilities

Administrative Support to IU Staff — 70%

• Organize and maintain team Outlook calendars.
• Coordinate all meeting arrangements, including management of the IU room reservation calendar.
• Manage team meeting content by soliciting agenda items, preparing and circulating meeting summaries, and following up on action items.
• Independently assemble tracking reports and presentations for the IU Director.
• Maintain an archive of staff training materials, templates, and the IU Handbook.
• Prepare investigation report attachments, including appendices and document lists.
• Assist investigators with investigation logistics as needed and as time permits.
• Manage hourly and lead investigator time reporting.
• Track expenditures.
• Assist with onboarding new hires.

Logistical Support for Annual IU Events, Projects, and Initiatives — 10%

• Plan staff events, including the annual summit, group training sessions, and informal gatherings.
• Coordinate event logistics, including facilities, lodging, group meals, speaker arrangements, participant communications, meeting materials, and other meeting-related needs.
• Arrange conference travel logistics, including registration, transportation, lodging, and expense reporting.
• Coordinate logistics for the biannual IRT.

General Office Organization — 20%

• Perform general office duties, including maintaining IU office spaces and completing other administrative duties as assigned.
• Organize, maintain, and archive digital department files while adhering to strict confidentiality requirements.
• Maintain and inventory office equipment.
• Order office equipment and supplies.

Qualifications

Essential Qualifications

• Superior judgment and discretion in handling sensitive and confidential matters
• Excellent interpersonal skills and ability to interact with all levels of staff, including faculty and students
• Outstanding written and verbal communication
• Ability to work both independently and collaboratively
• Ability to work accurately with exceptional attention to detail
• Demonstrated organizational and time-management skills, including ability to effectively manage simultaneous projects and reprioritize as needed under tight deadlines in fast paced environment
• Proficiency in Microsoft Office: Strong knowledge and command of Word, PowerPoint, Excel, SharePoint, Adobe Acrobat, and all Google functions
• Flexibility in an innovative environment

Preferred Knowledge, Skills, and Experience

• Bachelor’s degree or equivalent
• At least five years of relevant work experience within the administration of Princeton University or another college or university
• Experience working in industries related to investigations (e.g., human resources, legal/paralegal services, internal investigations, student conduct)
• Familiarity with Princeton University systems including PeopleSoft, Prime Financials, Concur, SAFE, and Canvas, or experience working comfortably in comparable systems

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

$62,000 to $72,000