Princeton University
Location
Princeton, NJ | United States
Job description
Administrative & Events Assistant
US-NJ-Princeton
Job ID: 2023-18233
Type: Full-Time
# of Openings: 1
Category: Administrative Support
Princeton University
Overview
The Department of Near Eastern Studies (NES) is seeking a highly organized and responsible Administrative and Events Assistant. The Assistant will have key responsibilities that contribute directly to the successful day-to-day operations of the Geniza Lab and the Near Eastern Studies Program, as well as support for other events in NES. This position reports to the NES Program and Lab Manager, with a dotted reporting line to the Department Manager of Finance and Administration, and works closely with staff, faculty, researchers, and students. This position assists the Program and Lab Manager in projects and duties as needed.
This is a 10-month, in-person position working throughout the academic year.
⢠Create POs for contractors, consultants and researchers.
⢠Onboard suppliers for payment.
⢠Issue and process payments for invoices, reimbursements, and honoraria.
⢠Advertise for available positions and hire in Student Employment.
⢠Event planning and coordinating including communicating with speakers, creating and/or distributing flyers, advertising, onboarding of visitors in preparation for payment, tracking in person and remote attendance, online registrations, travel arrangements, accommodation, receptions, catering, payments, and managing expenditures. Work with university travel agent. Seek co-sponsorships as needed.
⢠Provide on-site event assistance, with some on-site event support on weekend and/or evening hours.
⢠Order and maintain books for the Princeton Geniza Lab library and MARBAS (Manuscript, Rare Book and Archive Study).
⢠Collaborate with the Business Manager on financial tasks, as needed.
⢠Assists NES events team as needed.
⢠Maintain email listservs, updating as/when needed.
⢠Coordinate e-newsletter.
⢠Assist with email marketing, website updating, and other advertising.
Other duties as assigned by the Program and Lab Manager and/or the Department Manager.
Essential:
⢠Position requires excellent organizational, communication and interpersonal skills.
⢠Proactive, with ability to plan and execute projects, with tact and appropriate independent judgment.
⢠Ability to manage and prioritize multiple, on-going projects while maintaining the highest level of professionalism and customer service.
⢠Work effectively across units to assure a standard of excellence in all conferences and events.
⢠Must be able to troubleshoot, problem-solve, and collaborate while ensuring compliance with University policies.
⢠Strong written and oral communication skills. Diplomacy and discretion are essential.
⢠Proficiency with Microsoft Office Suite and Google Workspace is required.
⢠Must be able to adapt and capable of working independently as well as within a team.
⢠Must be dependable and reliable, able to adhere to budgetary guidelines and university policy, exercise good judgment and discretion in the handling of confidential information.
⢠Bachelor's degree or equivalent education and work experience; Three or more years of relevant experience.
Preferred:
⢠Willingness to work a few evening and/or weekend events during the year.
⢠Experience in higher education, events, communications, finance or related area.
⢠Experience or familiarity with university systems such as Prime Financials, JobX, SAFE, ICIMS, EMS, Drupal, and/or Concur, among others.
Princeton University is an Equal Opportunity/Affirmative Action 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. KNOW YOUR RIGHTS
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About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.
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