Administrative Assistant

Temporary Administrator, Alumni Education and Travel

An institution of higher learning is looking to hire a Temporary Administrator for their Alumni Education and Travel team within University Advancement. They seek a temporary administrator to complete several large data entry projects while also providing general administrative support. The role requires exceptional organizational abilities, meticulous attention to detail, and a proactive problem-solving mindset.

Responsibilities

Data Management and Reporting – 40%

• Update the Advancement CRM database with 10+ years of historical program data.
• Generate detailed reports on faculty participation and educational program metrics to support program evaluation, strategic planning, and relationship management.
• Maintain mailing lists for alumni education programs within the Advancement database.

Faculty and Speaker Travel Coordination – 30%

• Oversee all travel arrangements for faculty and guest speakers participating in Alumni Education programs, including:
• Coordinating logistics and preparing comprehensive itineraries.
• Uploading travel details into the University’s Enroll My Trip platform.
• Managing expense reconciliation and reimbursement for faculty and staff.
• Preparing and submitting Concur reports to ensure streamlined expense tracking and compliance.

Administrative Support – 20%

• Provide essential administrative support to the Alumni Education and Travel team, including:
• Managing calendars and coordinating meeting logistics.
• Creating and tracking purchase and non-purchase orders.
• Onboarding new suppliers and processing invoices promptly.
• Preparing briefing materials for program participants.

Additional Projects – 10%

• Assist with various projects as assigned, including preparation for events such as Reunions,  Chats, Speakers Bureau, and  Journeys.

Essential

• Bachelors degree or equivalent, plus 1 to 2 years minimum related experience.
• Intermediate level proficiency with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. Working knowledge of Google Docs, Gmail, and other Google products is a plus.
• Excellent organizational skills, the ability to work independently with a high level of accuracy and energy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.
• Demonstrate the highest level of professionalism in welcoming and assisting all constituents

Preferred

• Familiarity with Princeton University's systems: Information Warehouse, PRIME, Concur, Canvas, EMS, Open Scholar.