Administrative Coordinator - Princeton, United States - Princeton University

Princeton University

Verified Company

Princeton, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Overview:
The Department of Computer Science seeks a competent and efficient Admin Coordinator. Within the department, this position is referred to as the Business Office Coordinator. Computer Science is home to 50+ faculty, 12+ teaching faculty, 250 graduate students, and 570 undergraduate majors.

Under the direction of the Manager, Administration & Operations, the Business Office Coordinator will manage a range of administrative operations in a fast-paced, constantly changing setting.

This position will manage a high volume of purchasing for the entire department.

The individual will also manage a complex room reservation process and serve as the primary contact for a range of administrative support including building services, event logistics, and letters of recommendation.

The Computer Science department hosts special events throughout the year. Examples include Alumni Reunion events and Diversity & Inclusion events. In addition, the department hosts research workshops and conferences. This position will be responsible for many logistics related to these critical events.

You are up for the task if you enjoy wearing many hats, can independently and proactively manage complex processes, demonstrate outstanding client service, have strong interpersonal and communication skills, and can stay highly organized under tight timelines.

You will need to be able to manage and prioritize multiple, competing tasks.

The faculty, students, and staff of the department will be looking to you for administrative support and a smooth experience with day-to-day operations.

Responsibilities:

Purchasing/Receiving/Finance

Responsible for a high volume of purchasing and receiving and creating efficient systems to manage the process.
Maintain relationships with suppliers. Handle new supplier registration. Communicate payment status updates to suppliers. Work with Supplier Management, Risk Management, and Finance & Treasury to troubleshoot supplier issues.
Ensure all purchases are in compliance with University policy.
Manage all aspects of the Computer Science orders ticketing system. Communicate in a timely manner with faculty, students, and staff regarding purchases. Enter comments on the status of order requests. Resolve order tickets as they are completed. Troubleshoot system issues with CS tech staff. Communicate feedback to CS tech staff on process improvements.
Create a large volume of requisitions and nonPO payments in Prime Financials (PeopleSoft). Ensure adherence to all Princeton purchasing procedures.
Educate faculty and staff on Princeton purchasing policies and provide alternative solutions, when needed.
Maintain extensive electronic filing systems for financial transactions, backup documentation, and other purchasing/financerelated documents.
Liaise with Princeton University's Office of Finance & Treasury and with external suppliers to resolve any issues with payments or financial transactions.
Reconcile departmental purchasing card transactions in Concur.
Order supplies for the department (office supplies, breakroom supplies).
Manage additional financial processing as requested.

Building Services

Manage all room reservations for the department in the University's Event Management System (EMS). Each semester, lead a meeting with faculty and graduate students to schedule hundreds of research group meetings, office hours, course support meetings, etc. Assist faculty and graduate students with scheduling questions. Approve/deny incoming room reservation requests daily through the EMS app. Communicate and troubleshoot system issues with the EMS team.
Manage the department's relationship with Building Services. Meet regularly with the building custodial supervisor. Perform weekly walkthroughs of the two main buildings to proactively identify any building issues. Submit work orders for the department's five locations spread across campus. Coordinate with Building Services to ensure timely completion of all work orders. Maintain a detailed record of all submitted work orders and their status. Communicate status updates to affected department members.
Manage faculty office renovations and relocations, primarily during the summer months. Independently prepare the office for the new faculty member by coordinating with facilities on carpet replacement, painting, furniture removal/installation, etc. Consult with the faculty member on their preferences and provide guidance to stay within a set budget.
Manage the keys for the department. Each summer, distribute keys to incoming faculty, research scholars, postdocs, and graduate students. Maintain an organized key system.
Serve as Building Access Coordinator. Assign building access over the summer to all incoming faculty, research scholars, postdocs, graduate students, and visitors. Handle adhoc building access requests during the academic year.
Manage all requests for SALTO access. Each summer, assign SALTO access to incomin