The Office⠀of⠀Population⠀Research⠀(OPR)⠀seeks a⠀highly⠀organized⠀individual⠀to plan⠀departmental⠀in-person⠀and⠀virtual⠀events and⠀provide⠀administrative⠀support to⠀the OPR⠀community,⠀including⠀faculty⠀associates,⠀students,⠀and⠀department⠀guests and⠀visitors.
The⠀individual⠀will⠀manage all⠀events⠀including,⠀but not⠀limited⠀to, a⠀weekly⠀scholarly⠀seminar⠀series,⠀conferences,⠀webinars,⠀department⠀social⠀gatherings,⠀and⠀research⠀cluster⠀meetings.⠀This⠀position⠀will also⠀support⠀faculty⠀teaching⠀and⠀research⠀administrative⠀tasks,⠀including⠀those⠀associated⠀with⠀courses,⠀office⠀hours,⠀website⠀updates,⠀research⠀support⠀and⠀financial⠀tasks.⠀They will⠀work with⠀various⠀university⠀departments⠀and off⠀campus⠀vendors to⠀organize⠀events.⠀The EFA⠀will also⠀provide⠀administrative⠀support⠀for the⠀department⠀and be⠀responsible⠀for⠀essential⠀financial⠀functions⠀such as⠀onboarding⠀suppliers,⠀requisitioning⠀purchase⠀orders,⠀initiating⠀honoraria⠀and other⠀payments,⠀and⠀trouble-shooting⠀problems⠀that arise⠀at all⠀phases of⠀the⠀payment⠀process.⠀The⠀position⠀requires⠀strong⠀interpersonal⠀and⠀communication⠀skills,⠀the⠀ability to⠀complete⠀complex⠀assignments⠀quickly,⠀independently,⠀and⠀proactively,⠀and the⠀ability to⠀manage and⠀prioritize⠀multiple,⠀simultaneous⠀projects⠀and tasks.
- Manages⠀and⠀provides⠀on-site⠀supervision⠀for all⠀logistics⠀for⠀events,⠀conferences,⠀workshops,⠀and⠀gatherings.⠀Tasks⠀include⠀but are⠀not⠀limited to⠀administratively⠀running⠀and⠀managing⠀events;⠀booking⠀event⠀rooms;⠀facilitating⠀and⠀organizing⠀domestic⠀and⠀international⠀guest⠀travel and⠀accommodations⠀(including⠀informing⠀guests of⠀university⠀visitor⠀guidelines⠀and⠀policies,⠀and⠀troubleshooting⠀visitor-related⠀problems),⠀catering,⠀advertising⠀(including⠀event⠀communications⠀such as⠀creating⠀and⠀distributing⠀announcements⠀on paper⠀and⠀electronically),⠀and⠀technology⠀set-up⠀(including⠀setting up⠀and⠀managing⠀zoom links⠀for⠀virtual⠀events).⠀This also⠀includes⠀providing⠀event⠀support⠀for OPR⠀faculty⠀associate⠀and⠀student⠀event⠀organizers.
- Oversees⠀requests⠀for⠀departmental⠀spaces in⠀EMS,⠀reserves⠀on-campus⠀rooms.
- Represents⠀OPR at⠀Princeton’s⠀Events⠀Coordinators’⠀meetings.
- Onboards⠀suppliers,⠀requisitions⠀purchase⠀orders,⠀manages⠀honoraria⠀and other⠀payments,⠀and⠀trouble-shoots⠀problems⠀that arise⠀at all⠀stages of⠀the⠀payment⠀process.⠀Liaises⠀closely⠀with F&T⠀and⠀potential⠀suppliers⠀to bring⠀the⠀on-boarding⠀process to⠀completion.⠀Keeps⠀up-to date⠀with⠀compliance⠀and policy⠀requirements;⠀places⠀orders⠀with⠀building⠀services,⠀the⠀Digital⠀Print⠀Center,⠀and other⠀entities⠀both on⠀and off⠀campus.
- Manages⠀event⠀budgets⠀using⠀PRIME⠀financials/Concur⠀and⠀completes⠀all fiscal⠀transactions.⠀Develops⠀and⠀updates⠀event⠀budgets in⠀Excel⠀spreadsheets⠀and PRIME⠀financials⠀and⠀provides⠀updates to⠀event⠀organizers.⠀Ensures⠀expenses⠀are⠀compliant⠀and⠀charged to⠀correct⠀chartstrings.
- Provides⠀office⠀support⠀for the⠀department⠀by⠀ordering⠀supplies,⠀overseeing⠀copy⠀machines,⠀maintaining⠀the coffee⠀station,⠀processing⠀Federal⠀Express⠀and UPS⠀mailings⠀through⠀the⠀EShipGlobal⠀system,⠀and⠀receiving⠀and⠀distributing⠀department⠀mail;⠀coordinating⠀telephone⠀services⠀for OPR⠀faculty⠀and staff,⠀and⠀providing⠀backup⠀support to⠀other⠀staff⠀positions⠀as⠀needed.
- Provides⠀administrative⠀support to⠀assigned⠀faculty⠀with tasks⠀associated⠀with⠀teaching⠀and⠀research,⠀including⠀but not⠀limited to⠀proofreading,⠀editing,⠀assisting⠀with⠀presentations,⠀tables,⠀figures⠀and⠀graphs,⠀creating⠀biosketches,⠀updating⠀CVs (etc),⠀as well as⠀other⠀departmental⠀responsibilities.
- Assists⠀with OPR⠀online and⠀physical⠀publications⠀(such as⠀the⠀website,⠀faculty⠀articles,⠀the OPR⠀annual⠀report,⠀and other⠀materials⠀such as⠀pamphlets⠀and⠀brochures)⠀–⠀including⠀putting⠀news and⠀events on⠀the⠀website;⠀editing,⠀formatting⠀and⠀proofreading⠀documents,⠀compiling⠀information⠀for⠀publications;⠀designing⠀the format⠀and layout⠀for⠀publications;⠀and⠀formatting⠀references⠀and⠀citations⠀for⠀articles⠀and other⠀documents.
Qualifications:
Essential:
- Bachelor’s⠀degree
- Minimum⠀of 3 years⠀administrative⠀experience
- Strong⠀organizational⠀skills and⠀the⠀ability to⠀prioritize⠀tasks and⠀work⠀independently⠀in a⠀fast-paced⠀environment,⠀with⠀careful⠀attention⠀to detail⠀and⠀excellent⠀time⠀management.
- Excellent⠀oral and⠀written⠀communications⠀skills.
- A⠀high⠀degree of⠀interpersonal⠀skills,⠀professionalism,⠀tact and⠀discernment,⠀sound⠀judgment,⠀confidentiality,⠀and⠀flexibility⠀as demands⠀and⠀priorities⠀change.
- Ability⠀to⠀communicate⠀effectively⠀with a⠀broad and⠀diverse⠀set of⠀“customers”⠀including⠀faculty,⠀staff,⠀students,⠀other⠀departments⠀within the⠀university,⠀visitors⠀to the⠀department,⠀and⠀outside⠀vendors.
- A⠀willingness⠀and⠀ability to⠀learn new⠀skills as⠀needed to⠀support⠀OPR⠀faculty,⠀staff and⠀students.
Preferred:
- Knowledge⠀of PRIME,⠀Concur,⠀PeopleSoft,⠀Drupal,⠀and⠀Microsoft⠀Office⠀applications.
- Experience⠀with⠀editing,⠀proofreading,⠀graphs,⠀and⠀tables,⠀and other⠀research⠀administrative⠀tasks,⠀like⠀references⠀and⠀publications⠀formatting.
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