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Administrative Coordinator in Princeton, NJ at Staffing Now

Date Posted: 6/13/2018

Job Snapshot

Job Description

Executive Assistant needed for Disability Leave at University in Princeton
Position Summary

The Executive Assistant coordinates all faculty and student activities at this department at the University. The staff in this role administers faculty recruitment, reappointment, tenure and promotion processes; administers the recruitment, appointment and travel of visiting faculty; coordinates all faculty committee meetings; and provides administrative support for the faculty salary review process. The Executive Assistant creates and manages the academic calendar for the School; and coordinates the activities of staff and faculty to best respond to the academic demands, which relies on action-based studio instruction and public review forums. Performs other general support functions for this role; such as coordinating meetings, keeping calendar, collecting and disseminating information, preparing correspondence and reports, maintaining records and completing special projects as assigned; and ensuring all submissions are conducted accurately and in a timely manner.

Duties and Responsibilities

  • Maintain timetable of all School activities and University deadlines, coordinate with faculty and staff to insure there are no conflicts in the academic calendar and deadlines are met;
  • Monitor deadlines and memos to keep up-to-date on new standards and requirements for the School, organize preparatory meetings, and block time to write and edit materials;
  • Manage faculty search and hiring process, and faculty reappointment, tenure review, and promotion processes. This will include the administration of visiting and part-time appointments and reappointments; coordination on the search, reappointments, tenure review, or promotion; preparing the timeline, collecting and distributing relevant documents; and preparing files submission;
  • Manage the faculty search process which includes placement of advertisements; coordinating candidate visits; handling correspondence; scheduling interviews and job talks, coordinating search committee and faculty discussions; processing expense vouchers for candidates; tracking total expenditures, and archiving search materials;
  • Manage all aspects of appointments including reappointments and terminations;
  • Coordinate faculty salary review, including requests for Activity Reports and CVs, manage workflow timeline to meet the due date, and prepare forms for submission; and
  • Coordinate faculty meetings; this includes organizing meeting schedules, tracking attendance, preparing agendas, recording and distributing meeting minutes.
  • Organize weekly staff meetings, create agendas, take minutes, and distribute summaries and action points to staff members;
  • Maintain timetable of all School activities and University deadlines, working with staff to develop and maintain systematic follow-up systems to insure that deadlines are met;
  • Communicate the activities of faculty meetings and executive committee meetings with staff so they may implement changes internally. Follow up with staff to ensure new initiatives have been executed;
  • Serve as point person for annual events and provide event support for occasions such as studio reviews and finals, lectures, and conferences, boot camp, orientation, and open houses;
  • Maintain a positive workplace, promote teamwork among colleagues, and provide coverage as needed.
  • Anticipate and facilitate workflow for the office
  • Draft written correspondence, record meeting minutes, and produce other materials as needed; draft and edit speeches, memos, reports or manuscripts for organization, structure, and style;
  • Identify and compile materials for meetings and reports, often of a confidential and sensitive nature;
  • Research, compile, and analyze data, statistics and other information; complete special projects as assigned;
  • Review incoming mail and email; sort as to importance and priority; obtain and add background material to facilitate action; check dates of requested future commitments; draft communications and answers or refer to others for response and maintain appropriate follow-ups; sort, screen, and distribute Dean's correspondence directing matters to appropriate persons for action or follow-up.
  • Organize calendar, schedule meetings and appointments, and provide all necessary background information and documentation;
  • Make all travel arrangements, prepare itineraries, and compile all necessary files and materials for trips;
  • Serve as liaison and primary resource to internal and external offices, visitors, and alumni;