Office & Project Manager - Military veterans preferred

Office & Project Manager

US-NJ-Princeton

Job ID: 2024-18794
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Office of the Dean for Research (ODFR) is seeking an experienced and highly organized individual to take on the role of Office and Project Manager (Manager), responsible for overseeing a diverse portfolio of office and project management responsibilities. The manager must possess the ability to establish priorities, work with minimal supervision and handle deadlines and pressure with resourcefulness, anticipate changing schedule demands, and meet deadlines. This role demands exceptional administrative and organizational prowess, as well as the ability to effectively manage multiple projects concurrently. The successful candidate will play a pivotal role in coordinating conferences, workshops, and various other events, both large and small, contributing to the institution's mission of fostering excellence in research and innovation and supporting the effective and efficient management of the office.

As a key member of our team, you will interact with stakeholders at various levels within the organization, ranging from Deans and esteemed faculty to dedicated support staff. Furthermore, you will serve as a primary point of contact for external constituents, representing Princeton University with the utmost integrity, thus upholding the institution's values and reputation. In this dynamic and matrixed working environment, adaptability is key, as you will navigate a variety of reporting relationships with finesse.

The Office and Project Manager must have superior organizational skills and be able to manage and prioritize multiple, simultaneous projects and tasks. They will need to demonstrate a high degree of professionalism, tact and discernment, use sound judgment, maintain confidentiality, and be flexible as demands and priorities change.

Reporting to the Senior Associate Director for Finance and Administration, the Manager will be responsible for ODFR office space utilization, service requests and office equipment to ensure efficient and seamless operations. The individual will serve as a thought partner and event operations manager to produce events hosted by the Office of the Dean for Research and collaborate with event planners from other ODFR sub-departments and campus partners when the Dean, Vice Dean, or Senior Associate Dean are involved.

Project Planning and Management:
• Partners with the Dean for Research, Senior Associate Dean for Research, and Senior Associate Director for Finance and Administration to develop and manage events (both small-scale and University-wide, such as Celebrate Princeton Innovation, Faculty Research Forums, workshops, and receptions). Provide planning and logistical management, working equally well as an individual contributor and as a core constituent of a multi-faceted planning team. In all cases, bring a mindset of personal responsibility and accountability for getting things done. Serve as a thought leader to develop events that fulfill each program’s broader goals.
• Lead the Princeton Research Day Awards and Judging team, working collaboratively with the other team leads, to produce this highly visible campus-wide program. Duties include recruiting and managing a small team and using project management skills to executive the team’s core responsibilities of managing an effective system for judging video and live presentations, engaging ~400 faculty, staff, alumni and community judges, determining award-winning presentations, and delivering the results on time to the Deans and VPs presenting awards to recipients during the live event.
• Ensure a high degree of coordination between ODFR-hosted events and those hosted by sub-departments, and other campus partners, to maximize impact and minimize conflicts. Confirm event details with campus and external partners.
• Create a budget plan for review and manage expenditures to stay within budget for each event.
• Determine the best options for registration systems, and create and manage registration processes within the system. Develop customized event invitation and registration lists, manage all reminders, and answer attendee inquiries.
• Make space reservations and catering arrangements, and ensure adequate technology set-up.
• Advise event hosts about relevant compliance-related areas, New Jersey Laws, University Policies, best practices, and general safety. Stay current with relevant requirements and best practices through consultation with campus partners including Conference and Event Services, Venue Services, Transportation and Parking Services, Campus Dining, Department of Public Safety, Environmental Health and Safety, Facilities, and Risk Management.
• Support ODFR-hosted campus events, ensuring that the Dean and other high-profile attendees are prepared with event-related briefings and well-coordinated logistics throughout.
• Provide expert on-location staffing for comprehensive event management with a high degree of personal responsibility and attention to detail before, during and after events.
• Collect and analyze metrics, and write event reports for leadership.

Office Management:
• Manage the core ODFR office space utilization, acting as the main point of contact for space and facilities matters. Manages the use and scheduling of flexible open work areas in the core ODFR space.
• Manages office equipment to ensure that it is functioning well in support of the office’s needs in conjunction with the ODFR IT Specialist.
• Supports the onboarding for new staff in the Office of the Dean for Research, such as orientating on office processes and procedures.
• Organizes ODFR Unit internal events such as holiday gatherings and staff recognition, such as retirement gatherings.
• Manages departmental shared workspaces, such as shared drives or electronic collaboration tools/sites. Develops electronic options for record retention and document management, and works with leadership individuals to maintain file management systems, including archiving sensitive materials.

DEI Initiatives:
• Research, develop, recommend, and execute creative strategies to foster DEI goals. Serve as liaison between the department and other campus partners regarding ODFR initiatives.
• Staff the Office of the Dean for Research Unit Diversity, Equity, and Inclusion Committee to provide the necessary support and guidance for the committee to fulfill its duties. Assist committee leadership with setting agendas, circulating meeting notes and action items, providing event planning support, and facilitating communication for unit-wide DEI initiatives.

Executive Assistant Backup:
• Provide coverage for Executive Assistant duties during absences.
• Provide occasional coverage for the Senior Associate Director during unexpected absences.

Essential Qualifications

• Highly organized, ability to manage competing priorities and deliver high-quality work, whether working independently or as part of a team
• Effective and responsive communicator with diverse populations (written and oral).
• Project management experience with strong attention to detail
• Experience with Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel, collaboration tools, including OneDrive and Google Drive, and ability to independently learn other systems, including various internal systems and event registration applications.
• Open-minded with strong emotional intelligence to work on a variety of events and initiatives that may require unique approaches
• Flexibility to work evenings and weekends as needed for event programs
• Bachelor’s degree or a combination of Associates degree and/or a minimum of four or more years of experience with office management, project planning, event management or other relevant experience.
• Ability to navigate campus to manage and attend meetings both on and off main campus
• Ability to lift 25 lbs. (e.g., meeting and event materials/equipment)

Preferred Qualifications

• Experience in an academic environment

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

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