Office and Events Coordinator

Office And Events Coordinator

The Department of Comparative Literature is looking for a talented individual to fill our newly created Office and Events Coordinator role. This position provides event planning and office support for Comparative Literature and works with the department manager to create and implement an annual communications strategy. The position requires strong interpersonal and communication skills, the ability to complete complex assignments with an eye for detail, and the capacity to prioritize multiple simultaneous projects and tasks.

This position requires a flexible schedule during peak periods of activity, sometimes requiring evening hours.

This is a two year term appointment and will work an academic schedule of 10-months. Based on the academic schedule (21/26 pay periods) this position has a prorated salary range of $45,230 - $51,692, and will be benefits-eligible.

For full consideration, candidates should submit a cover letter with their application.

Responsibilities

Event Management

• Serve as primary point of contact for all department events
• Oversee all logistics for student and faculty workshops, conferences, COM lecture series, post-workshop dinners, and special events, including but not limited to selecting venues, arranging catering, choosing vendors, handling event decor/design, managing event registration if applicable, reserving spaces, arranging off-campus hotel and transportation, and technology and furniture setup/teardown
• Liaise with various University Services units (Campus Dining, Facilities, Transportation and Parking Services, Conference and Event services, and AV Services) to reserve, deliver, and set up event-related items including catering, tables, chairs, linens, A/V, etc. from internal and external vendors
• Prepare detailed trip itineraries for visitors
• Manage and schedule department events calendar
• Collaborate with faculty and students to develop program schedules and budget proposals for events

Communications

• Work with the department manager to implement an annual strategic communications plan for the department, including web, social media, and print publications
• Draft written content for the department's website, digital newsletters, print, and social media
• Oversee design and production of programming materials and posters for events with responsibility for copyediting and proofreading print and digital newsletters, posters, and course flyers
• Post content to COM departmental website
• Direct graphic designer to create posters and ads for publication
• Develop publicity pieces using Constant Contact for email distribution
• Reconcile expenses for department publicity

Office Administration

• Perform the front-desk function for the department by answering general questions from faculty/students, and routing emails, calls, and drop-in inquiries to department staff
• Oversee mail and follow up with Mail Services when delivery problems occur
• Draft and send announcements, invitations, and other correspondence
• Manage department spaces with a high degree of care, including ordering/restocking office supplies including coffee, snacks as well as overseeing the overall upkeep of our kitchen space.

Facilities Management

• Submit and follow up on work orders for maintenance needs like lighting, heating/cooling/humidity, cleaning, etc. in offices, conference room, classrooms, and kitchen
• Approve/deny requests in EMS from various University partners to use space
• Serve as a Building Access Coordinator to submit requests to Site Protection for faculty needing access to the office suite or classroom during off-hours
• Assist Venue Services with reporting any cleaning, pest control, or service repair needs for the restrooms, hallways, classrooms, and stairwells

Qualifications

Essential:

• High school diploma or equivalent education and experience
• 3+ years of related work experience
• Advanced skills in Microsoft Office for word processing, spreadsheets, slide decks, and forms
• Expertise with Zoom for scheduling and configuring virtual meetings or webinars
• Excellent writing skills
• Attention to detail and responsiveness to deadlines
• Problem-solving skills and a demonstrated ability to work independently

Preferred:

• Experience with communications platforms such as Constant Contact, Doodle, Jotform
• Proficiency with Canva and Drupal
• Prior experience working in a higher education or nonprofit environment
• Experience with University systems including EMS, Prime, Concur and SharePoint

Princeton University is an Equal Opportunity 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.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.