Office Assistant at Princeton University in Princeton, New Jersey

Job Description:

Office Assistant

US-NJ-Princeton

Job ID: 2024-20069
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

Reporting to the Office Manager, Capital Giving, the Office Assistant provides administrative support to the Office of Capital Giving and is one of the critical first points of contact in the Office of Capital Giving for alumni, parents, and friends of Princeton, including many of the University's most important donors and volunteers.

The Assistant provides administrative support to two-to-three frontline fundraisers, including correspondence, calendaring, and preparation of materials for presentations. This job requires initiative, excellent judgment, discretion and strong organizational, technical, writing and communications skills.

Princeton University Advancement works to inform, inspire, and involve Princeton’s global community of alumni, parents, and friends in ways that enable the University to fulfill its mission of advancing learning through scholarship, research, and teaching to serve humanity.

Responsibilities

Administrative support:

• Provides administrative support to two-to-three frontline fundraisers including scheduling and calendaring, organizing and maintaining files, detailed reporting, monitoring and preparing customized correspondence, distributing paperwork to appropriate parties and files.
• Assist callers, visitors and other staff on behalf of frontliners; respond to telephone or other inquiries; scheduling meetings and maintaining appointment calendars.
• Review and resolve inquiries related to gifts, donors, and volunteers through customized follow-up and/or re-routing of material and generate information for and assist with gift processing; conduct research and prepare reports on financial data.
• Make travel arrangements; prepare trip meeting materials, and trip follow-up documentation including expense reports.
• As directed, communicate with donors, alumni, and volunteers or their representatives to provide information or schedule meetings or campus visits.
• Provide planning support for on- and off-campus events.
• Undertakes special projects and performs other assignments as given by supervisors.

Correspondence, presentations, research, meeting materials:

• Create, proofread, edit and finalize customized correspondence, e.g., PowerPoint presentations, memos, agendas, reports, spreadsheets, and other documents for distribution.
• Conduct basic research using development tools and the Web to prepare reports and documents related to Capital Giving efforts.
• Use technology and software including Word, Excel, PowerPoint, Outlook, and STRIPES (the Development Office's comprehensive database system) for a range of functions.

Qualifications

Essential Qualifications:

• High School degree or equivalent required and at least three years of relevant practical experience required, preferably working in a fast-paced office for one or more managers.
• Excellent interpersonal skills and a high degree of professionalism and initiative.
• Excellent written and oral communication skills.
• Evidence of self-motivation and the ability to work both independently and in teams, with high personal standards representative of Princeton’s commitment to excellence.
• Discretion, good judgment, and commitment to keep confidential all data related to Princeton and its alumni and donors.
• Strong computer skills, including high level of proficiency in the Microsoft Office suite of applications, including Word, Excel, PowerPoint and Outlook; ability to conduct basic web research; ability to learn and manage alumni database information with Advance application (our donor database).
• Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures in frontliner's absence, particularly with regard to critical donor and volunteer interaction.
• Strong problem-solving and organizational skills; ability to function in a busy, high-pressure environment.
• Excellent attention to detail; accuracy, flexibility and demonstrated ability to be proactive and to prioritize tasks.
• Ability to respond quickly to changing business needs and priorities.
• Ability to handle multiple projects simultaneously and to produce high-quality and compelling work product under tight deadlines.
• Ability to work with a high degree of flexibility in a highly-collaborative, fast-paced, goal-oriented environment.
• Commitment to the Office of Advancement’s mission of maximizing philanthropic support for Princeton University and to adhering to its guiding principles of High Performance, Innovation, Civility, and Collaboration.

Preferred Qualifications:

• Knowledge of Princeton University a plus.

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

PI254370215

Salary:

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