Administrative Office Coordinator

Updated: 2 months ago
Location: Princeton, NEW JERSEY
Deadline: 31 Jul 2021

The Department of Chemistry is seeking an Administrative Office Coordinator (AOC) to provide general reception and departmental support and act as seminars coordinator for the department. This position serves as "command central" and is the primary point of contact for all general departmental business for a dynamic department serving over 350 faculty, staff, students, and visitors.
The AOC coordinates all research and recruiting seminars, including all logistics and scheduling; oversees the billing and membership activities for the department's corporate affiliates program; manages departmental directories and distribution lists; builds content for the department’s website, and provides administrative support for a summer undergraduate research program.
This position is a part-time (70%) position that requires on-site management of several seminar events per week. Some early evenings required.

Seminar Planning: Coordinates all logistics and provides on-site management for departmental seminars (3-5 per week). Arranges travel and lodging for speaker, books conference rooms and auditorium, prepares and distributes seminar announcement email messages. Coordinates speaker schedule with multiple faculty meetings and meal arrangements with students, postdocs, and faculty. Sets up presentation technology/AV equipment. Updates departmental web page with seminar announcements on a weekly basis, using Drupal. Processes speakers' business travel reimbursements. When necessary, plans for larger symposiums that host external visitors.

Faculty Recruiting Planning: Assists the Assistant to the Chair in coordinating logistics and on-site management for faculty recruiting visits. This is a very intense period in December-February, when approximately 10-20 candidates' visits are planned and organized. Books videographer and manages some logistics, including travel, lodging, restaurant bookings, scheduling meals with candidates. Handles candidates' business travel reimbursements. Maintains files and records on final candidate recruiting visit expenses for submission to DoF for reimbursement.

Summer Program Support: Assists faculty PI with NSF Research Experience for Undergraduates Program. Maintains student records. Assists with program website, applications and participant selection, scheduling, housing and advising arrangements, and programming logistics. Keeps track of expenses and handles reconciliations. Helps to prepare annual report to NSF with program data.

Departmental Coordination: Maintains and updates all department email distribution lists, staff, research group and faculty directories and contact lists; assists with building access; greets visitors and responds to all manner of questions in person, by phone and email; distributes mail.

Industrial Associates Program: Manages the administrative aspects of the Industrial Associates Program. Keeps track of membership rates and processes annual invoices. Deposits payments from members. Maintains a shared spreadsheet with membership information relevant to the department's business office. Administers membership benefits, including library access and course registrations.

Princeton Catalysis Initiative Support: Handles logistical planning for annual PCI symposium, including guest travel and lodging arrangements, meals, AV set-up and printed materials processing for a multi-day symposium with external attendees. Guides student hosts through the event and provides day-of on-site management. Assists the Web and Media Specialist with the website for an exciting interdisciplinary research center within the department. Updates website content, including affiliate details, news stories, publication announcements, calls for proposal, and annual symposium materials.

  • Associates or equivalent degree required
  • 1-3 years' experience
  • Essential qualifications include strong organizational and problem-solving skills, flexibility, and the ability to multi-task
  • Exceptional diplomatic and customer service skills, and the ability to remain calm under pressure
  • Attention to detail, accuracy and the ability to set priorities are critical
  • Proficiency with Microsoft Suite is required, including experience and proficiency in the use of functions in Excel
  • Some understanding of budgets and financial statements
  • Should enjoy working collaboratively and possess excellent verbal and written communications skills



  • Experience and competence in maintenance/updating of content management systems (CMS) such as Wordpress and Drupal
  • Basic proficiency in image and photo editing software to crop and resize images
  • Competence and facility in keyword search on search engines to yield multiple, alternative, useful search results
  • Experience and proficiency in the use of functions and computed fields in Excel
  • Familiarity with Princeton University business applications, helpful (Concur, PeopleSoft, etc.)

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 .





90 days





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