Deans Office Administrator

Princeton University - Princeton, NJ

Full-time - Mid Level

Princeton, NJ

Educational Services

About the position

The Dean's Office Administrator at Princeton University plays a crucial role in supporting the Office of the Dean of the Graduate School. This multifaceted position involves reception and office operations, high-level administrative support, event management, and financial management. The administrator serves as the first point of contact for visitors and is responsible for ensuring the smooth functioning of the office while maintaining a professional image. The role requires a proactive and detail-oriented individual with excellent communication skills to handle sensitive information and manage various administrative tasks effectively.

Responsibilities

• Greet and welcome guests and visitors to the Office of the Dean of the Graduate School.
• Monitor multiple inboxes and respond to inquiries from internal and external stakeholders.
• Maintain confidentiality while handling sensitive information.
• Assist with onboarding and offboarding activities of office staff.
• Develop and document office policies and procedures.
• Manage room reservations and troubleshoot system issues with the Event Management System.
• Coordinate the distribution of incoming mail and packages.
• Support office renovations and manage department keys.
• Schedule safety and emergency preparedness trainings.
• Plan logistics for departmental staff events and graduate student events.
• Provide high-level administrative support, including scheduling meetings and maintaining shared network files.
• Assist with financial report management and budget coordination.

Requirements

• Bachelor's degree or equivalent work experience.
• At least five years of relevant work experience.
• Excellent interpersonal, oral, and written communication skills.
• Ability to develop professional working relationships with key operational contacts.
• Flexibility to assume a range of assignments in a fast-paced environment.
• Self-starter with demonstrated initiative and prioritization skills.
• Ability to manage multiple tasks and meet deadlines effectively.
• Strong writing, proofreading, and editing skills.
• Proficiency in Microsoft Office Suite and Google Suite.

Nice-to-haves

• Experience working within an institution of higher education.
• Familiarity with PeopleSoft, Concur, and OnBase.
• Knowledge of basic accounting principles.
• Experience with mail merges.
• Familiarity with maintaining and editing websites in Drupal.

Benefits

• Travel reimbursement
• Health insurance
• Paid holidays
• Flexible scheduling