Job ID: 2019-10465 Type: Full-Time # of Openings: 1 Category: Administrative Support
Under general supervision of the department manager, this position plans and executes all logistics associated with the department’s 50+ events that include, but are not limited to: conferences, meetings, lectures, workshops, dinners, and many graduate conferences, weekly Teas, luncheons, multiple and weeklong lectures, etc. The events coordinator works closely with various departments on campus and with faculty and graduate students from conception to completion of the event. These event-related tasks include making facility, A/V and travel and accommodations for out of town speakers, publicizing effectively, creating menus and event materials, and tracking attendance. In addition, the events coordinator sets up and breaks down event spaces. The event/office coordinator is involved in Prime Financials and Concur to ensure budget management within the associated chart string, non-purchase order payments, honoraria, etc. Provides Prime reports for each event showing a breakdown of all costs associated with that event and submits that Prime Report to Department Manager.
The event/office coordinator monitors/ensures compliance with university policies and procedures as regards Concur and travel & expense/purchasing card transactions/reimbursements. Substantiates all expenses in the Concur system. Completes supplier forms associated with honorarium, non-PO payments, guest travel reimbursement and limited engagement. Works very closely with the university contracted travel company, to assist visitors and faculty with their travel needs.
Regular preparation of budgets and reporting on financial expenses and activities for events is required. This position will act as the go-to-person for faculty and graduate students having difficulty or have questions with Concur. The Events/Office Coordinator will be responsible for ordering all office and coffee supplies, managing the copier machines, entering events on Department Events Calendar including uploading papers/documents linked to events. Handle mail meter requests, department copier repair, and telephone coordinator. Correspondence with faculty visitors about their upcoming visit.
Responsible for on-site supervision of events, coordinate student help with set up and break down of events, ensuring that the events run smoothly and in accordance with university policies and best practices.
As Events/Office Coordinator, maintains and updates standard documents and/or webpages relating to events and activities; maintains the department’s many master e-lists; handles distribution of campus mail and other miscellaneous office work, such as copying and making campus deliveries. This position serves as the anchor to daily life in the Philosophy Department.
The successful candidate must have a high school degree with at least 3-5 years of related experience.
Must have excellent organizational, communication and interpersonal skills, be proficient with Concur/Prime Financials, Microsoft Office XP (Word & Excel), demonstrating a high level of professionalism, with the ability to work well under pressure in a fast-paced environment; be flexible and capable of working well independently as well as cooperatively.
Must be dependable and reliable, capable of meeting deadlines and have working knowledge of, and experience with preparing, budgetary reports and accounting procedures, reconciliation of expenses, following university policies and guidelines maintaining complete and accurate records; exercise good judgment and discretion handling confidential information regularly.
Must exhibit strong interpersonal skills both written and oral. Is required to attend university training and development as relates to position.
High level of organizational skills. Must have experience with accounting and reporting of financial activities and expenses, maintaining calendars and scheduling of appointments, careful attention and accurate file management (electronic). Must be thorough with a high level of accuracy and be able to work independently.
Must be capable of sitting at computer to perform work as described, as well as catering events (set-up and clean-up), stock supplies, some minor lifting, and make campus deliveries, 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
Internal Number: 110783949
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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.