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Program Support Specialist

Company: Princeton University
Location: Princeton
Posted on: June 25, 2022

Job Description:

This role provides executive-level administrative support for the Associate Provost for International Affairs and Operations (hereafter APIAO), programmatic support for the Global Safety & Security (GS&S) unit, and coordination of the global APIAO team. The role reports to the APIAO, with shared day-to-day supervision from the Assistant Director for Global Safety & Security. Responsibilities Executive-level administrative support

  • Supports the Associate Provost through proactively managing and drafting official correspondence, maintaining electronic calendars, scheduling appointments, handling inquiries, making international and domestic travel arrangements, handling confidential and sensitive information, purchasing, processing reimbursements and expense reports, and balancing short- and long-term priorities.
  • Supports the Associate Director for International Affairs and Operations in managing the APIAO's new international agreements database including the processes for renewing and initiating new agreements and processing and tracking signed agreements.
  • Oversees the day-to-day financial management of the operating budget, and strategic tracking and forecasting of financial commitments, for all funds (designated, term, and endowed) controlled by the APIAO unit. Works with the financial manager of the Provost's Office to ensure accurate mid-year reporting and a successful fiscal year-end close.
  • Arranges official visits from international partners, prospective partners, and VIP delegations. Programmatic support for GS&S unit
    • Provides full system administration and user support for vendor-supplied travel registration tool used by all University travelers, ensuring all system and user issues are resolved in a timely manner and without routine need for intervention from the director or assistant director for GS&S.
    • Manages and tracks all customer inquiries from students, faculty and staff; uses independent judgement and job knowledge to answer most questions; and independently determines when to escalate more complex issues.
    • Schedules GS&S-led governance mechanisms, including committees and working groups, and drafts, edits, and publishes minutes from these meetings.
    • Creates and maintains a system for tracking requests for policy exceptions and travel risk reviews submitted to GS&S, and conducts first-level reviews of such requests to ensure completeness and compliance with requirements.
    • Tracks unit budget expenditures and provides the unit members with periodic updates on spending.
    • Arranges unit member domestic and international travel and electronic calendars, when requested.
    • In cooperation with a number of stakeholders, maintains and updates the full scope of content on the GS&S portions of the University-wide international-issues websites. Team management and other duties, as required
      • Serves as the convener of the APIAO senior staff through disseminating information, organizing staff meetings and retreats, and providing administrative support for complex events and activities.
      • Maintains and updates the full scope of content on the APIAO's websites.
      • Provides backup support for administrative assistants in the Provost's Office who are on vacation or leave.
      • Plans events and conferences for APIAO and GS&S, with only general direction from supervisors. Qualifications

        Essential Minimum Required Knowledge, Skills, Competencies, and Abilities
        • High school diploma or GED and 7+ years of relevant experience
          • Excellent written and verbal communication skills
          • High level of professional judgment, discretion, confidentiality, and tact
          • Ability to work independently to accomplish defined goals within established time-frames
          • Ability to interact effectively with individuals and institutions from diverse cultures and different parts of the world with an appreciation for different viewpoints and an eagerness to learn from them
          • Ability to interact with the University's most senior leaders, faculty members, and students
          • Creative problem-solver with a high degree of adaptability to changing demands
          • Proficiency in budget tracking and fund management, to include monitoring debits and credits against an established budget and projecting potential deficiencies or surpluses over a fiscal year
          • Experience in administering contracts, including reviewing invoices and progress reports against established SLAs
          • Proficiency in the use of web-based applications
          • Proficiency with the Microsoft Office suite, including Microsoft Teams
          • Proficiency with Zoom
          • Familiarity with Google collaboration tools Preferred Knowledge, Skills, Abilities, Experience, and Other Education
            • Bachelor's degree or equivalent work experience
            • International educational or work experience
            • Experience in taking and maintaining minutes for a group, committee, board, or similar organization
            • Experience with website design and web content management systems
            • Experience as a "super user" or administrator for a web-based application
            • Familiarity with university financial systems 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 PI181302794

Keywords: Princeton University, Trenton , Program Support Specialist, Other , Princeton, New Jersey

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