Location: US-NJ-Princeton
Job ID: 2024-19927
Type: Full-Time
# of Openings: 1
Category: Administrative Support
Overview
The Events Administrator oversees the effective operations of all events for the Seeger Center of Hellenic Studies and the Committee for the Study of Late Antiquity (CSLA). There are approximately 50 events each academic year, including workshops, lectures, conferences, special visitors, and Monday lunches. The Events Administrator is responsible for all finances and budgets and works closely with various university departments on sponsored events. This role requires strong communication skills, problem-solving skills, and the ability to complete complex assignments in a timely manner, independently, and proactively. Responsibilities encompass superior organizational skills, compassion, and attention to detail. A high degree of professionalism is essential as the administrator represents the center at all times, demonstrating sound judgment, maintaining confidentiality, and being flexible as demands and priorities change.
This is a full-time, 10-month position.
Responsibilities
Event Management and Marketing:
- Plans and executes all logistics for a wide variety of high-level events each week, including booking rooms, facilitating guest travel, catering, advertising, on-site supervision, and creating and sending invites via Constant Contact. On average, there are three events each week.
- Manages all arrangements for CSLA's bi-annual meetings of the Executive Committee and faculty meetings, including scheduling group meetings, document preparations, and maintaining historical records.
- Determines catering menus, orders supplies, sets up and cleans up all event spaces; secures hires for bartenders and poster designers, handles print orders, and manages distribution.
- Updates web pages related to events and activities daily.
- Maintains regular communication with colleagues across campus to avoid overlapping events.
- Represents the center superbly when communicating with guests and colleagues.
- Manages events with attendees ranging from 10 to 85.
Budget and Financial Management:
- Visa card: Monthly reporting on expenses, daily monitoring, reconciling receipts, and making timely corrections.
- Expenses: Maintains financial spreadsheets for each event; responsible for purchases, reconciliation, and reporting on expenses; manages and processes guest and event reimbursements.
- Budget: Creates and oversees shadow reports, monthly and annual budgets, and provides regular analysis and projections of available funds to the Finance Manager.
Office Support:
- Welcomes visitors and guides them based on center policies.
- Handles miscellaneous office work, such as filing, copying, and making campus deliveries.
- Provides backup support to the Office Coordinator.
Qualifications
Required:
- High School Diploma or GED.
- Four to six years of experience in a similar field.
- Excellent organizational, communication, and interpersonal skills.
- Proficient with Microsoft Office (Word, Excel).
- Demonstrates a high level of professionalism and the ability to work well under pressure.
- Capable of working independently and cooperatively, reliable, and meeting deadlines.
- Experience in preparing budgetary reports and accounting procedures.
- Ability to maintain complete and accurate records.
- Exercises good judgment and discretion when handling confidential information.
- Adaptable to working comfortably in financial systems and websites.
- Ability to work after hours.
Preferred:
- Bachelor's degree is preferred but not required.
- Familiarity with Constant Contact and university financial systems such as Concur and Prime is a plus.
- General experience with audio-visual equipment is preferred.
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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