Duties include supporting progress on Center leadership priorities, such as with meeting planning, preparation and follow-up, calendaring, and logistics; supporting permanent and visiting faculty with the onboarding process, purchasing, follow-up; participate in event planning, such as room reservations, catering orders, set up and close down, and other duties; and provide office support, such as answer Center phone and emails, mail room upkeep, office supplies purchasing, telephony and building access liaison, and safety; and other duties as needed. The Effron Center is a team-oriented, collaborative unit. The Center Coordinator will be part of the administrative team focused on implementing well the Center’s teaching, research, and programming goals. This position reports directly to the Assistant Director and dotted line to the Chair.
Office and Administrative Support
- Greet Center visitors, answering questions to assist.
- Answer Effron Center’s phone lines and manage EFF’s email inboxes.
- Update internal calendar with Center meetings and events
- Maintain central Gather Space, including lounge, kitchenette and mail room.
- Purchase office supplies and other needs, as directed, and prepare Concur reports.
- Submit facilities work orders and track service requests.
- Maintain physical and digital filing, when appropriate
- Assist with assuring faculty and staff to assure University deadlines are met for the Annual Disclosure/Conflict of Interest reporting, Faculty CV and bibliographies, and other Central Administrative duties.
- Collect information for and enter annually Undergraduate Announcement updates
- Manage office keys distribution and tracking.
- Attend weekly priorities meeting and one-on-one with Assistant Director.
- Maintain Gather Space
Leadership Assistance
Support Center Director and Assistant Director in a fast-paced environment to deliver short and long top priority initiatives. Duties include, but are not limited to:
- Coordinate preparations for Executive Committee meetings, including maintaining attendee tracking, arranging catering, book orders, and preparing meeting minutes
- Support faculty search efforts by coordinating visitor travel and accommodations, room reservations, interview scheduling, and itineraries;
- Create and maintain confidential records
- Assist with travel arrangements, including transportation, rooms, meals, and itineraries
- Maintain Chair’s and Center’s internal calendar, draft correspondence and presentations on behalf of leadership.
- Manage timelines and further progress on key initiatives, as determined weekly.
- Project manage efforts as assigned. Through regular leadership meetings and email conversation, assure Center priorities are addressed, issues escalated, and deadlines met.
- Anticipate and resolve problems; communicate early and well, as needed.
- At times, prepare minutes of key meetings.
- Under direction of the Assistant Director, update COOP plan
- Research, plan and organize domestic and international travel during Fall and/or Spring breaks for a contingent of faculty and students, to include hotel accommodations, air travel, ground transportation, on-location meals, on-location destinations, passport/visa and Princeton travel policies.
Event Coordination
In collaboration with Communications and Events manager, handle selected roles of event planning, such as: Room reservations, Catering, Guest travel, Proof reading communications, managing or assisting with event set-up or close. Coordinates all aspects of on-site special events, such as Advisory Council and donor meetings, to include hotel, travel, catering and room reservations, and coordinate and draft agenda with Chair and Assistant Director, draft communications.
Faculty Support
Support growing contingent of full and joint Effron Center faculty, postdocs, annual distinguished fellows, and visiting lecturers with onboarding and offboarding. Set-up new office location, including furniture, computer, phone, key. With approval and over time, occasional duties may include calendaring, purchasing, copying, email support and follow-up, special requests, as appropriate.