Date: 
07.19.17

Office Coordinator

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The School of Architecture is seeking an office coordinator to provide general reception and departmental support.  The position serves as a primary point of contact for all general School/departmental business for faculty, staff, students, and visitors. The coordinator maintains directories and distribution lists, and updates to the website, and is the primary coordinator for all events as well as curricular-related travel at the School. He or she also provides academic program administration assistance, including studio desk/student carrel coordination and student design review logistics. The full-time position requires a flexible schedule during peak periods of activity when there will be some weekend and evening hours.

Responsibilities

Office Administrative Support

  • Serves as primary phone/visitor contact; greets visitors and responds to all manner of questions in person, by phone, and email.
  • Handles and prioritizes incoming materials and requests.
  • Distributes mail, paychecks, and packages.
  • Manages and maintains the School’s calendar.
  • Serves as a telephone coordinator.
  • Serves as a building access coordinator.
  • Assists School Administrator/Department Manager on the distribution of keys.
  • Maintains School’s listservs and other distribution lists.
  • Maintains and updates various School administrative inventories, mailing lists, and databases.
  • Maintains inventory of and purchases general office supplies and general office equipment.
  • Manages room schedules and reservations.
  • Keeps door name tags up to date, posts announcements around department and removes old announcements in a timely manner.
  • Maintains department bulletin boards and postings, and keeps such materials and information up to date.
  • Provides general office and clerical support (building services/maintenance requests, shredding, etc.).
  • Assists in basic website data entry.
  • Assists Business Manager in creating requisitions, marketplace orders, vouchers, honorarium payments, and other related School transactions.
  • Assists School Administrator/Department Manager in projects and duties as needed.
  • Works collaboratively with SoA staff and provides coverage as needed.

Events Planning and Travel Coordination Support

  • Supports School’s event/special events planning, including but not limited to School lecture series, student and department social events, faculty lunch meetings, and annual department events such as School receptions and holiday parties.
  • Supports School administrative staff on travel arrangements and schedule coordination for faculty search candidates, visiting appointments, jurors/critics, School program participants and other visitors as needed; this includes assistance with travel and lodging arrangements and schedule coordination.
  • Reserves spaces, arranges setup, ensures AV needs are met, and in some cases sets up presentation technology/AV equipment.
  • Obtains speaker bios and abstracts and post to website.
  • Arranges catering or make meal reservations; serves as primary contact for vendors and event planning and provide on-site support for events as needed.
  • Supports faculty with School-related travel arrangements, including the facilitation of visiting appointments’ logistics (travel, lodging, etc) or the course-related group student trips (vertical studio travel).
  • Some evening and weekend hours required.

Academic Programs Administrative Support

  • Coordinates studio desk assignments and distributes keys for SoA undergraduates and M.Arch. students.
  • Coordinates desk/carrel assignments for the Ph.D. students.
  • Coordinates student design review logistics (coordinates logistics for student, jurors, and faculty for mid-term, end-of-semester, and thesis reviews).
  • Course materials maintenance and distribution.
  • Working with the Academic Program Manager, provides administrative and clerical support, such as data entry and events coordination.

Qualifications

REQUIRED:

  • Excellent organizational and problem solving skills.
  • Flexibility and ability to multi-task.
  • Exceptional diplomatic and customer services skills.
  • Ability to work independently and collaboratively in a team-oriented environment.
  • Exercise discretion and independent judgement.
  • Must remain calm under pressure.
  • Attention to detail.
  • Accuracy and ability to set priorities.
  • Strong interpersonal and written and verbal communications skills.
  • Proficiency with Microsoft Office Suite is required.
  • 2-3 years of relevant work experience. 

PREFERRED:

  • Familiarity with maintaining and updating websites in Drupal and Roxen preferable
  • Familiarity with Princeton business and curricular systems is desirable – Peoplesoft, Concur, Information Warehouse, and CIS.

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. EEO IS THE LAW

Click here for more information and to apply.

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