Administrative Coordinator

Overview

The mission of the Office of the Executive Vice President (OEVP) is to enhance campus life and continually improve the delivery of University operations and campus services. The OEVP is responsible for the development, stewardship, and operation of the physical campus.

The Executive Vice President (EVP) is the chief administrative officer of the University and has direct oversight of audit and compliance, campus life, facilities, human resources, investigations, ombuds, safety and administrative planning, and university services. The EVP chairs strategic initiatives and committees focused on environmental safety, enterprise risk management, compliance, increasing efficiencies across administrative and academic departments, and the University’s long-term campus plan and capital construction program.

The deputy for safety and administration and chief of staff (DSA&COS) supports the EVP in their duties as the chief administrative officer of the University. In addition to leading the administrative planning team, the DSA&COS works closely with the heads of the Office of Environmental Health and Safety and the Department of Public Safety to advance health, safety, security, and emergency preparedness priorities.

Princeton University seeks a dynamic and self-motivated professional to join the OEVP as its Administrative Coordinator. The Administrative Coordinator plays a pivotal role within the OEVP. Reporting to the executive assistant and office manager for the OEVP, the Administrative Coordinator provides executive-level support to the DSA&COS, provides the administrative planning team with scheduling and logistical support, and supports general office organization and communication. Additionally, the Administrative Coordinator serves as backup support for the executive assistant and office manager when needed. This is a unique opportunity to support a dynamic, fast-paced team and gain insight into the strategic management of the University's operations.

As a critical team member, the Administrative Coordinator interacts professionally with those in the areas of responsibility under the EVP’s purview. Moreover, they serve as a point of contact for numerous internal and external constituents who engage with the OEVP. This diverse group includes trustees, faculty, students, staff, and visitors.

Responsibilities
The Administrative Coordinator supports the DSA&COS and the administrative planning team in their responsibilities to cross-University initiatives. The Administrative Coordinator’s duties include:

• Provide executive-level support to the DSA&COS, including deft calendar management with attention to priorities, meeting support and agenda preparation, process and project coordination, and travel and expense management.
• Serve as primary support for the administrative planning team through scheduling, logistical support, coordination for ad hoc committees and special initiatives, and procurement- and travel-related transactions.
• Support the secretary of the Executive Compliance Committee (ECC) on progress tracking for agenda items, drafting agendas, proofreading meeting minutes, and summarizing hotline complaints.
• Provide support for special projects and working groups, including drafting and proofreading correspondence and documents and assisting with departmental- and executive-staff search planning and logistics.

The Administrative Coordinator facilitates OEVP meetings, activities, and special events with numerous constituents. Those duties include:

• Manage scheduling, facility arrangements, speaker logistics, participant communications, food and beverage orders, and technology support for OEVP events, including meetings of the 400-member Academic and Administrative Managers Group (AAMG).
• Coordinate with AAMG membership deputies to ensure up-to-date membership rosters and assist new members in becoming acquainted with AAMG.
• Support ongoing committees and initiatives under the purview of the OEVP such as the Enterprise Risk Management Committee (ERMC) and the Committee to Strengthen University Management and Resources (SUMAR).
• Serve as the primary point of contact for coordinating travel arrangements and logistics for visitors and special events.

The Administrative Coordinator assists with the OEVP’s general office organization, including confidential and sensitive information, and represents the OEVP to its many in-person guests and those contacting the office. Duties include:

• Serve as backup for the executive assistant when they are absent, offering direct support to the EVP.
• Ensure the office is well-kept and operating efficiently by submitting and following up on Facilities work orders, managing inventories and placing orders for office equipment and supplies, and procuring computing technology for office members.
• Handle general office tasks such as phone calls, mail processing, front-office organization, file preparation, and other administrative assignments.
• Manage and improve the OEVP’s shared electronic file management system (Google Drive) and oversee paper and digital archival systems.
• Act as webmaster for the OEVP website.

Qualifications

Essential qualifications:

• Bachelor’s degree or equivalent work experience.
• Three or more years of relevant administrative experience.
• Exceptional judgment and discretion when handling sensitive and confidential matters.
• Commitment to professional integrity and a respectful and collaborative team environment.
• Strong work ethic; commitment to completing work in a timely manner, and a willingness to undertake tasks with enthusiasm and energy.
• Meticulous attention to detail and accuracy.
• Strong organizational and time-management skills, excelling at multitasking and efficiently prioritizing high-volume projects despite tight deadlines with a bias for quality and accuracy.
• Outstanding interpersonal skills and effective engagement with individuals at all organizational levels, including senior leaders, faculty members, and students.
• Experienced and effective writing and proofreading.
• Flexibility, resourcefulness, and adaptability to changing needs and demands.
• Willingness and ability to learn and a commitment to professional development.
• Proficiency with Microsoft and Google suites (Word/Docs, PowerPoint/Slides, Excel/Sheets, and Outlook) and openness to learning and adopting technology.

Preferred qualifications:

• Experience with Princeton University or another college or university.
• Proficiency with web browsers and web content management systems.
• Proficiency with Drupal, Prime (PeopleSoft), Concur, Teams, and SharePoint.

Review of applications will begin immediately. Preference will be given to applications received by December 18, 2023. The final candidate for this position will be required to successfully complete a background check.

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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