Job ID: 2023-18025 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Events and Office Administrator is the primary contact for events, travel, and administrative office support in the Department of Spanish and Portuguese. They are responsible for managing a wide range of departmental events including guest lectures, class visits, conferences, round tables, receptions, workshops, meetings, and occasional performances. They handle all related event logistics, as well as travel arrangements for our guests, and are responsible for budget planning and reconciliation. The successful candidate will create and maintain a welcoming and productive office environment. The administrator interacts on a regular basis with faculty and students, guests from around the world, Conference and Event Services, Finance and Treasury, World Travel, caterers and Dining Services, Facilities, Instructional Support Services, and the Event Planners Group. This position reports to the department manager.
Schedules events, reserves space, communicates with speakers and other guests, handles on-site event responsibilities, oversees technology setup, arranges travel and lodging, prepares itineraries and assists guests, and arranges catering/hospitality.
Manages event budgets, reconciles expenses, and handles reimbursements.
Events may be in person, virtual, or hybrid.
Includes event set-up/clean-up.
Some larger events occur over 1-2 days and involve multiple guests. Most events are hosted by faculty. Some are organized by graduate students and require additional guidance.
Includes arranging campus visits/travel for faculty searches and graduate recruiting.
Plans welcome and end-of-year parties for the entire department.
With guidance from the Graduate/Undergraduate Program Administrator, plans and executes other departmental functions (Academic Expo, Sophomore Open House, Preview, Class Day).
Ensures compliance with Princeton Universityâ™s policies and procedures on best fiscal practice/allowable expenses, travel arrangements, and health and safety.
Assures a standard of excellence.
Provides general, administrative support to the department and the manager, and assists with projects as needed.
Duties include front desk reception, copiers, supplies/inventory, office equipment, signage, media service requests, classroom requests, room requests in EMS, catering for meetings and set-up/clean-up.
Assigns mailboxes and handles incoming and outgoing mail, including express mail.
Maintains SPO's spaces (lounge, kitchen, reception, and other common areas) with high degree of care.
Submits work orders to Facilities when needed.
Reserves SPO's seminar room and lounge.
Serves as department's telephone coordinator and building access coordinator.
Maintains departmental calendar of events and activities.
Provides occasional clerical support to the department chair and for faculty job searches.
High School diploma or GED
Strong interpersonal skills and ability to create a warm, welcoming environment for a broad range of people
3+ years work experience in conference, travel, and/or events management
Effective communication skills; ability to provide clear and concise information
Excellent organizational and project coordination skills
Exceptional problem-solving and decision-making skills; ability to think creatively
Ability to work independently with minimal supervision and manage competing demands
Tact, excellent judgment, diplomacy, and discretion are essential
Proven ability to collaborate and work as a team
Proficient in MS Office Applications (Word, Excel, Outlook), SharePoint, Google Workspace, and Zoom
Must be available to work some evenings/weekends per year and occasionally on Memorial Day
Bachelorâ™s degree or equivalent
Spanish and/or Portuguese language proficiency
Prior university experience, including knowledge of university policies, procedures, and systems
Familiarity with Princeton University campus resources and culture
Knowledge of Princeton University business systems such as Concur, Prime Reports, Marketplace, and Events Management System
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