Administrative Coordinator, Office of the General Counsel
May 21, 2018
Princeton, New Jersey
Requisition # 2018-8687 Department General Counsel Category Administrative Support Full-Time / Part-Time Full-Time
This position of Administrative Coordinator (AC) provides administrative support to the attorneys in the Office of the General Counsel (OGC). As part of a four person administrative team, the AC must be a team player who can handle multiple tasks and a heavy workload with poise and good humor, and who does not hesitate to assist others as circumstances may require. The AC must be proactive and well-organized, and apply meticulous attention to detail in matters of proofreading, document processing and distribution, and relaying messages. The AC must be proactive in managing the attorneys' schedules and in providing them with information that enables them to prioritize their work for the day. The AC must be able to independently manage projects. The AC interacts frequently with high-level administrators, faculty, and third-parties outside the University. Accordingly, the AC must be able to exercise sound independent judgment, tact, and professionalism, as well as a profound discretion given the confidentiality of the documents and communications involving the OGC. The AC must be able to handle multiple time-sensitive demands using the appropriate judgment to prioritize and accommodate requests.
This position will have the following three main duties:
Project Management: Each member of the administrative team will be responsible for at least one substantive project area (e.g., litigation, trusts and estates, supplemental support, etc.) that is integral to the OGC's functioning. This function requires a high degree of judgment, proactivity and excellent organizational skills. The AC will independently interact and address issues with University clients and parties outside of the University, and be required to produce time-sensitive materials with the highest degree of professionalism, ensuring their accuracy, timeliness, and responsiveness to attorney and University client needs. (60%)
Provide administrative and secretarial support to two or three attorneys within the OGC. This support includes, but is not limited to, scheduling and coordinating meetings, teleconferences, and other events (including meals); preparing and/or organizing materials for meetings, presentations, etc.; responding to telephone calls and taking, conveying and tracking messages; processing, drafting and otherwise assisting with correspondence; filing electronic and hard-copy documents; preparing and distributing general and legal documents; making travel arrangements; and preparing expense reports. This function requires discretion, thoughtfulness, judgment, strong organizational skills, and keen attention to detail. (30%).
Office reception and general support work: Each member of the team will be responsible for greeting guests to the OGC and answering phone calls. The ideal candidate is professional and welcoming both in person and on the phone, and is able to communicate effectively and efficiently but also with warmth and congeniality. All team members will maintain office equipment and supplies, ensure common areas and offices are presentable and perform other duties as assigned. (10%)
Must be an articulate, discrete, proactive and well-organized team-player capable of prioritizing and managing competing demands with tact and appropriate independent judgment.
5 + years of administrative support including calendar management and project management experience
General technology savvy and demonstrable expertise with MS Outlook, Word, Excel and PowerPoint required.
Strong written and oral communication skills.
Meticulous attention to detail in all matters, and particularly relative to the creation, editing, proofreading, finalization and distribution of documents, and relaying messages.
Excellent organizational and project management skills. Must be capable of proactively managing attorneys' schedules (allowing sufficient preparation and travel time) and providing them with information that affects their priorities during the course of a hectic day.
Exquisite judgment, tact, professionalism, discretion and unquestionable integrity.
Experience preferred At least 5 years of high-level administrative support of attorneys and project management within a legal office.
Experience with Serengeti, SharePoint, and Worldox preferred Education required High School or equivalent. Some college preferred. Hours required 8:30 am-5:00 pm or 9:00 am-5:30 pm
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
Standard Weekly Hours
Eligible for Overtime
Essential Services Personnel (see policy for detail)
Princeton University requires all candidates to complete a background check successfully prior to the start of employment. The type and extent of background checks may vary depending on job requirements and/or functions.
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