Job Abstract

Department

Facilities Fin & Admin Srvcs

Category

Administrative Support

Job Type

Full-Time

Reporting to the Assistant Vice President, Facilities Finance & Administrative Services (FFAS), the Special Projects Coordinator position will provide administrative and project support to departments within Facilities Finance & Administrative Services. This role will also serve as a liaison to departments across Facilities and will be called upon to provide administrative project support to the Executive Directors in FFAS on a wide array of strategic initiatives.

With a staff of over 700 spread across 9 departments and 20 shops, Facilities is a multifaceted organization providing support to the entire Princeton University campus. In order to provide the services needed to maintain and grow a world-class institution, Facilities utilizes an operating budget of over $170 million, a capital program expending an average of $800 million a year. The Facilities Finance and Administrative Services department is responsible for providing shared services to all Facilities partners as well as the broader university. Though this role actively supports the Executive Directors, there is a level of independence and autonomy that is required.

Project Coordination:

• Establish and maintain staff onboarding/offboarding program for FFAS.
• Provide construction audit support and coordination which includes financial reconciliation and reviews.
• Provide coordination and support for various matrices within the Facilities organization.
• Provide coordination and support for the Facilities technology roadmap and related initiatives.
• Provide cross functional support and coordination on various projects within the finance, procurement, and IT portfolios.
• Conduct research and develop presentations and/or written reports on topics related to Facilities Finance, Procurement, Budgetary, and IT topics.
• Participate in the development of processes and procedures created by each group within FFAS.
• System support and administration for a variety of finance, project and procurement solutions.
• Create graphically sophisticated presentations using PowerPoint, Visio and/or Excel.
• May represent FFAS on Facilities or University wide committees.
• Will be assigned special projects as required to advance the mission and goals of FFAS, Facilities and/or the University.
• Ensure compliance with university policies and governance.
• Identify areas of improvement within FFAS, specifically in areas such as removal of redundant processes.

Other Duties:

• Special projects support for three (3) Executive Directors.
• Communicate and enforce University policies and procedures.
• Maintain strong working relationships with strategic partner groups.
• Understand processes and assist with the establishment of best practices and process improvements within the department.
• Support ongoing strategic initiatives within FFAS & Facilities.

Essential Qualifications:

• Minimum of 5 years’ experience in administrative and/or project support.
• Demonstrated proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Adobe Acrobat, MS Visio.
• Strong analytical skills and high attention to detail.
• Demonstrated ability to assess complex data and information and summarize in written reports.
• Excellent communication (both verbally and written) and relationship building skills with an ability to prioritize and work with a variety of internal and external stakeholders.
• Strong customer-service orientation-as part of a shared-service operation, must be highly focused on partner needs.
• Work comfortably within a fast-paced deadline driven organization.
• Requires excellent judgment, diplomacy, and discretion necessary in handling confidential and/or sensitive materials.
• Ability to work well in a team setting. Personal qualities of integrity, credibility, professionalism, a commitment to lead by example and a dedication to the mission of the Facilities organization and Princeton University.

Preferred Qualifications:

• Bachelor’s degree or equivalent.
• Prior experience in a higher education setting.
• Prior project coordinator experience in finance and/or procurement setting.

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. KNOW YOUR RIGHTS