Administrative Assistant to Associate VP of Capital Projects
July 12, 2018
Princeton, New Jersey
Requisition # 2018-9012 Department VP for Facilities, Office of Category Administrative Support Full-Time / Part-Time Full-Time
Reporting to the Associate Vice President for Capital Projects within the Facilities Organization, the Administrative Assistant will play an essential role within the Office of the Vice President for Facilities. The Office for Capital Projects is a division within Facilities that establishes the strategic and integrated approaches to developing academic, administrative, and campus life facilities as the University embarks on a multiyear program of major construction and renovation projects, as well as real estate development in this area. In collaboration with the Executive Assistant to the Vice President for Facilities, this individual will also provide administrative support services to the Director of Organizational Effectiveness & Communications.
This individual must embody core values essential to the Facilities organization including excellent customer service, resourcefulness, dependability, and approachability, while exercising the utmost discretion. The position will require strong organizational, communication, customer service, and process management skills to help shape this dynamic department responsible for executing the Capital Plan.
General Office Administration
Provide reception responsibilities for the office while creating a welcoming atmosphere and providing helpful information and guidance to phone, mail, email, and in person inquiries. Exercise sophisticated phone etiquette, exceptional written correspondence, and maintain a professional demeanor in all circumstances while representing the Office of Vice President for Facilities and the Office for Capital Projects. Must exercise excellent judgement and discretion at all times.
Manages the complex calendar for the AVP, setting internal prep meetings and debriefs. Draft and circulate agendas, take meeting minutes when necessary, and implement systematic follow-ups to be sure all tasks are completed thoroughly and in coordination with other Facilities departments and with campus partners.
Coordinate travel arrangements for the AVP and Director, completing all expense reports using Concur and processing reimbursements in a timely manner.
Develop and/or maintain administrative and project filing systems (electronic and paper). This support function includes AVP files, project files, and general administrative files. Maintain various template files and guidance documents to assist in the overall accomplishment of OCP goals. Verify consistent use and implementation of filing systems.
Organize and manage a diverse range of events including small, recurring meetings (5 -10 attendees); bi-weekly senior staff meetings (~10 attendees); monthly department meetings (~60 attendees); Facilities training sessions (~700 attendees over multiple sessions); new employee orientation and campus tours; sexual harassment prevention training, etc. Events may require this individual to book venues, enlist outside facilitators, coordinate catering services, arrange for media services support, compile and distribute materials, prepare meeting summaries, write and circulate minutes, etc.
Provide administrative support and map logistics for the annual Facilities Recognition Awards Ceremony & Reception and the annual Facilities Appreciation Picnic. Serve as liaison and coordinator for Community and Regional Affairs efforts such as food drives and the United Way Campaign.
Provide administrative support for the summer collegiate program coordinating all departments in Facilities to contribute to lunch ‘n learn sessions, campus field trips and tours, and general training programs.
Special Projects and Other Duties
Maintain SharePoint sites for the Office for Capital Projects and for the Organizational Effectiveness & Communications team. Coordinate tasks with OCP Manager of Administrative Services.
Serve as back-up to the Executive Assistant to the Vice President for Facilities, partnering in the day-to-day operation of the office.
May represent OCP on Facilities or University wide committees.
Will be assigned special projects as required to advance mission and goals of OCP, Facilities or the University.
Associate's Degree and a minimum of five years related experience, or 7-10 years related experience.
Ability to prioritize and coordinate multiple projects simultaneously in a fast-paced environment.
Demonstrated technical skills including advanced work in the Microsoft Office Suite, particularly Excel.
Demonstrated ability to assess complex data and information, and summarize in written reports.
Highly organized, discerning and dependable.
Demonstrated sophisticated interpersonal communication skills. Must be able to connect with all levels of staff, faculty, parents, students, and community members, when needed.
Commitment to addressing issues fully, efficiently, and with transparency, while creating a positive experience for our customers and our team.
Ability to adapt to the changing priorities and needs, while remaining flexible.
Previous experience working in the higher education environment, the construction industry, or real estate development.
Proficient in SharePoint and Concur.
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
Standard Weekly Hours
Eligible for Overtime
Essential Services Personnel (see policy for detail)
Princeton University job offers are contingent upon the candidate's successful completion of a background check, reference checks, and pre-employment screening, as applicable. The type and extent of background check, reference checks, and pre-employment screening may vary depending on the requirements and/or functions of the job and the candidate's current employment status with 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.