"Academic Department Assistant"

Academic Department Assistant

Princeton University

Posted: 14-Oct-25

Location: Princeton, New Jersey

Type: Full-time

Categories: Other Staff/Administrative

Internal Number: 278802830

Department: Oper Res and Financial Eng

Category: Administrative Support

Job Type: Full-Time

Overview

This role provides academic and administrative support for the Department of Operations Research Financial Engineering, serving both graduate and undergraduate programs. It also supports assigned faculty and their research activities. A key aspect of the position involves planning and coordinating student events that encourage engagement and contribute to a dynamic academic community.

Responsibilities

Program Support

• Assist with course updates in PeopleSoft as well as classroom assignments via CARS
• Assist with course waitlists during add/drop periods. Conduct pre-req checks for all courses with these requirements.
• OQDS Certificate program monitor the OQDS email, add students to the program and perform other tasks as required such as tallying students' course fulfilments and obtaining thesis due dates from other departments (for the OQDS IW requirement).
• Assist with Labor Accounting application for graduate student academic year and summer support.
• Assist with updating the department academic program publications and distribution.
• Financials Responsibilities include accounting, reconciliation and assistance with undergraduate senior thesis funding, mentor funds, summer travel fellowships, and other special student fund accounts. Assist students with Concur expense reports for travel and expense reimbursements.
• Program Space - Assist with the coordination of room assignments and key distribution for office hours, exams, etc. Check graduate offices as well as rooms used for office hours for cleanliness. Complete inspection prior to meetings and after meetings to ensure room is returned to order.

Faculty Support

• Provide general administrative support duties for assigned faculty and their research groups. Scheduling assistance which includes calendaring, conference calls and meeting space reservations. Arrange for phones/laptops for international travel. Assist with faculty activities reporting, scanning and copying.
• Make faculty and guest travel accommodations and process reimbursement requests. Manage and process travel and expense reporting via the Concur application ensure reporting is in compliance with Princeton University and government policies. Follow-up on funds due to PU from host reimbursements and travel grants.
• Maintain and reconcile monthly travel and expense credit cards.
• Provide administrative support to the visiting guest teaching faculty as well as visiting students as needed.

Events

• Coordinate and facilitate numerous department events including timely preparation and cleanup. Example of various events undergraduate welcome reception, academic expo, Hospitable study breaks, open house, exploring engineering, Princeton preview, reunions alumni reception, class day, senior thesis symposium. Coordinate graduate affairs department events such as the graduate welcome reception, FPO receptions, graduate admit visit day, faculty presentations, and faculty and student socials.

General

• Work with other colleagues in the department as a team and provide coverage when possible.
• Special projects as assigned by the department manager or the academic administrative offices.
• Engage in training programs, informational sessions, webinars, and other similar activities to remain current with the most recent guidelines essential for the effective execution of job responsibilities.
• Other departmental administrative support such as mail distribution, kitchen organization, campus deliveries, etc.

Qualifications

• Minimum of 3 years related experience
• Proficiency in Microsoft applications, including Outlook, Word and Excel
• Training and experience from which comparable knowledge and demonstrable abilities have been acquired.
• Demonstrate successful organizational and interpersonal skills; including written and verbal communications with faculty, students, researchers and staff at all levels
• Possess a service-oriented and proactive approach with great attention to detail
• Demonstrated ability to multi-task, prioritize and work independently in a fast-paced environment
• Demonstrated ability to exercise independent judgement and make decisions based on established policies and procedures
• Willing to work independently and as part of a team

Preferred Skills:

• Experience working with faculty in a higher education environment
• Experience with PeopleSoft, Concur, and Canvas software applications a plus, but not required

Princeton University is an Equal Opportunity 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.

Standard Weekly Hours: 36.25

Eligible for Overtime: No

Benefits Eligible: Yes

Probationary Period: 180 days

Essential Services Personnel (see policy for detail): No

Physical Capacity Exam Required: No

Valid Drivers License Required: No

Experience Level: Entry Level

Salary Range: $59,000 to $69,000