Job details

Office Coordinator, Special Projects

Overview:

Reporting to the Executive Director of Administration within the Office of Capital Projects (OCP) Unit of Facilities Organization, the Special Projects Support will provide essential administrative support to the executive director and associate vice president (AVP) on a wide array of strategic initiatives. This position will also provide support to the Office and Program Managers on general administrative tasks.

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 multi-year program of major construction and renovation projects, as well as real estate development in this area.

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.

This is a five years benefit eligible position

Responsibilities:

Special Projects Support

Perform research, collect data and/or conduct interviews with relevant stakeholders to assemble graphic or written presentations, under ED direction, on assorted topics related to capital plan and operations strategy.
Assist with the development and formatting of processes and procedures generated by the Administration Portfolio for the entire OCP team. Solicit and organize feedback.
Be open-minded to a broad array of research assignments that will include subjects such as construction market volatility, existing policy/procedure, supplier diversity, etc.
Create graphically sophisticated and precise presentations using PowerPoint, Excel.
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.

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 always exercise excellent judgement and discretion.
Manage complex calendars for ED, setting internal prep meetings and assisting with. 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.
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 template files and guidance documents to help achieve OCP goals.
Verify consistent use and implementation of filing systems.
Other duties as assigned.

Qualifications:

Essential Qualifications:

High school diploma and a minimum of five years strongly related experience.
Ability to prioritize and coordinate multiple projects simultaneously in a fast-paced environment.
Ability to adapt to changing priorities and needs, while remaining flexible.
Highly organized, discerning, and dependable.
A strong eye for detail and good presentation skills; demonstrated ability to create clear and consistent graphic presentations.

Curious and motivated to ask questions, look for opportunities for improvement and be a second set of eyes to the ED or AVP on special assignments.
Demonstrated proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Adobe Acrobat, MS Visio.
Demonstrated ability to assess complex data and information and summarize in written reports.

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 internal and external partners.

Preferred Qualfiications:

Higher Education degree.

Previous experience working in the higher education environment, the construction industry, architecture, or real estate development.
Proficient in SharePoint and Concur.
Basic knowledge of Adobe photoshop, illustrator.

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. KNOW YOUR RIGHTS

Standard Weekly Hours: 36.25 Eligible for Overtime: No Benefits Eligible: Yes Probationary Period: 180 days Essential Services Personnel (see policy for detail): Yes Comments Related to End Date: This is a five year benefits eligible position. Physical Capacity Exam Required: No Valid Driver’s License Required: No Experience Level: Associate : #LI-SB1

By Princeton University

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 c...

8 jobs

FUNDING

Private

INDUSTRY

Colleges & Universities

TEAM SIZE

5001-10000

LOCATION

Hybrid, based in Princeton, NJ

DATE POSTED

July 20, 2023