Job ID: 2019-11109 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Industrial Relations Section (IRS) at Princeton University, established in 1922, is a research and instructional center within the Princeton Economics Department that houses faculty, graduate students, post-doctoral fellows, and visiting researchers who carry out research in labor economics and related areas. IRS seeks a creative administrative professional to provide a broad range of administrative and organizational support to the IRS faculty, visiting fellows, postdocs, graduate students, and other research staff. To that end, the person in this position must employ complex decision-making skills and use discretion to prioritize and complete tasks within the programmatic scope of IRS.
The position requires the completion of tasks related to business management, event planning, communications, and database creation and maintenance. The person in this position must use discretion to prioritize and execute tasks in a manner that results in a highly efficient and productive environment through the use of technology and processes. This position also requires the ability to switch between working under close supervision and working independently, depending on the activity. This position reports to the IRS associate director.
A writing sample may be requested.
Duties Include but are not limited to:
General Office Support
Staffs the front desk and serves as primary phone/visitor contact; greets visitors and responds to all manner of questions in person, by phone, and email.
Maintains a neat appearance of public spaces in the Section.
Handles and prioritizes incoming materials and requests.
Distributes mail, paychecks, and packages. Displays daily newspapers. Sets up and sends fedex, UPS, etc.
Serves as a telephone coordinator. Sets up and updates telephone services for employees/visitors.
Serves as a building/Section access coordinator.
Orders books for IRS Reading Room
Maintains working relationship with all our outside service vendors including; Quench water, Canon copier, Shred-it services, Trophy Awards.
Creates requisitions, marketplace orders, vouchers, honorarium payments, and other related transactions as assigned.
Serves as Concur expense delegate for students, visiting researchers, and senior research specialists, providing assistance in preparing and reviewing expense reports.
Maintains inventory of and purchases general office supplies and general office equipment.
Provides general office and clerical support (building services/maintenance requests, shredding,etc.).
Maintains Section’s administrative mailing and distribution lists and databases.
Manages room scheduling requests for LAS Rm 271 via the Event Management System (EMS), routing requests to others for review and approval as needed.
Assists other administrative staff and the associate director on projects as needed.
Serves as main contact for IRS weekly seminars and workshops, coordinates all food orders and deliveries.
Coordinates seminar speaker schedules with Section director.
Manages travel arrangements and reimbursements for seminar guest speakers and other visitors.
Coordinates workshop schedule in collaboration with faculty coordinator.
Organizes all Section receptions, holiday events, and Defense celebrations.
Provides additional support for special conferences and events as needed.
Website Content Management and Creation
Within a Drupal-templated site, enters regular updates for events, working papers, announcements, and other content.
Develops and implements a schedule for the creation and posting of new content throughout the academic year, based on existing and new web content strategies and plans.
Conducts research on web communication best practices among peer institutions and proposes ideas for new content based on research.
Collaborates with marketing personnel in Economics and the University’s Public Affairs/Communications office to coordinate content that promotes the work and achievements of Section members.
As appropriate, manages social media activity.
Participates in planning for a website redesign phased project and serves as main contact with developer project team
Collects data and articles requested by faculty and visiting faculty.
Responsible for sending out and recording all final grades from the QE2 for the Spring semester.
Makes copies and maintains subject matter material for various economic classes. Upload materials to Canvas as needed.
Assists with letter/applications for senior research specialists and undergraduate students applying to graduate school.
Proofreads and edits course materials as needed.
Facilitates orders at Labyrinth Books for course material as needed.
Assist with research needs (data collection) when requested.
Serve as Concur expense delegate for 2-3 faculty members, preparing expense reports.
May assist with travel arrangements and calendar management for 2-3 faculty.
3-5 years related experience
Associate’s Degree, other 2-year degree, or equivalent experience
Ability to work independently with minimal supervision and as part of a team
Superior interpersonal skills and the ability to communicate effectively with a broad array of people
Excellent organizational skills, including the ability to set priorities and juggling competing demands and deadlines
Excellent writing skills, especially writing for websites and social media
Tact, excellent judgment, and the ability to maintain confidentiality when handling sensitive situations
Comfort with decision making and problem solving
Particular attention to details and accuracy
Experience with academic event planning (seminars, conferences, workshops)
Advanced computer skills (Microsoft Office Suite, Adobe Professional) and the ability and willingness to learn new systems quickly and use technology effectively.
Proficiency with working with Drupal website templates
Experience working with faculty in a higher education environment
Experience with Princeton Business systems, such as Prime, Concur, and Canvas a plus
Familiarity with social media content management and strategies
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. EEO IS THE LAW
Internal Number: 115232518
About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.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 commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.