Office Assistant
Princeton University, Princeton, NJ, United States
Overview
The Department of Mechanical and Aerospace Engineering (MAE) is seeking a highly organized and resourceful Office Assistant who will work closely with Undergraduate and Graduate Students, Researchers, and Faculty. The position will connect with all levels of the organization and have key responsibilities that contribute directly to the department’s successful day-to-day operations.
The Office Assistant is expected to be a team player and adaptable to the changing needs of the organization. General responsibilities will include office administration, events, website maintenance, supporting course registrations, data collection, and other duties and special projects as assigned.
Responsibilities
Undergraduate and Graduate Support (80%):• Assist with course information and materials; make copies before classes; and collect ABET materials.• Plan and schedule student events for both undergraduates and graduate students.• Assist with student financial activities such as reconciliation of credit card expenses in Concur, student travel, and reimbursements.• Assist with record keeping for undergraduate and graduate program accreditation is updated regularly, which includes the collection of course syllabi, surveys, and statistics• Monitor and update the thesis blackboard site.• Monitor lab safety training for students.• Other duties and special projects as assigned.
Faculty Support (20%):• Provide general administrative support for assigned faculty and their research groups; onboard new group members and assist visitors• Make faculty and guest travel arrangements; prepare and process expense reimbursements and Concur reports.• Plan and schedule special events and meetings; assist with outreach events.• Assist with sponsored research and grant submissions; collect and organize documents; assist with annual reports.• Manage multiple faculty calendars, schedule appointments and meetings.• Update faculty materials such as CV, biosketch, publications, course materials; provide support for publications and accepted papers.• Assist with financial reports and journals.• Maintain webpage content and update group listservs.• Use University systems and reports to provide accurate and up-to-date information.• Assist research group members and visitors.• Provide backup assistance to other support staff in the department.• Other duties and special projects as assigned.
Qualifications
ESSENTIAL Minimum Required Knowledge, Skills, Competencies, and Abilities
Familiarity with the university environment and prior experience with events coordination or service industry experience is preferred. The ideal candidate will have intermediate skills in Microsoft Office Suite; the ability to work independently, prioritize work, and multi-task; motivation to use slower periods productively to prepare for future overlapping events; and the ability to communicate effectively (written and orally), with faculty, staff, students and external departments within the university. We seek a detail-oriented, well-organized team player who is poised under pressure and can demonstrate excellent judgment based on university policies and procedures.
PREFERRED Knowledge, Skills, Abilities, Experience, and Other Education
• Experience in a relevant academic or business position. • Education: High School or equivalent• Excellent organizational skills, ability to work independently, to manage multiple priorities simultaneously and to exercise discretion when handling confidential information. • Exceptional interpersonal and communication skills, written and oral, including the ability to interact effectively with all levels of the University. • Ability to establish priorities, work with minimal supervision, work well under pressure, multitask, anticipate demands, and meet deadlines• Intermediate-level proficiency with Microsoft Office suite, including Word, Excel, Outlook, and PowerPoint.• Strength in proofreading and editing documents, reports, and websites
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