"Office Manager"

Overview

The Office of Undergraduate Financial Aid (UFA) at Princeton University is a unit within the Office of the Dean of the College (ODOC). The undergraduate financial aid program supports and advances Princeton's commitment to ensuring that students from all economic backgrounds can afford to attend. The office awards aid to over 4,000 students annually with a scholarship budget of over 325M in FY26.

Reporting to the director, the UFA office manager is an integral member of the UFA team. The office manager provides administrative support for the director, deputy director and others (as needed), executes office policy and represents the office to the Princeton University community. The office manager is responsible for resource allocation and manages the logistics and office operations for a staff of 19.

Responsibilities

Operations Management

• Collaborate with internal and external stakeholders to meet supply needs, allocate office space, and resolve logistical and operational challenges. Coordinate projects with other campus departments as needed
• Serves as liaison for all desktop support with Office of Admission
• Responsible for the organization and execution of all office related events
• Creates and maintains policies and procedures related to office operations
• Serves as a back up for all physical, email and phone operations during high traffic time periods.
• UFAs primary liaison and point of contact with the Office of Human Resources, tracks and approves time sheets for BOS positions and approvals for submitted vacation/sick time for all staff.

Budget and Physical Office Stewardship

• The Office Manager is the primary liaison with the Office of the Dean of the College's financial administration team and the Office of Finance and Treasury. This role is responsible for keeping current with university financial policy and practices including, but not limited to, purchasing, vendor relationships, and credit card practices.
• Prepares budgets, monitors expenditures, and works with the Director to determine strategy around budget allocation. This also includes reviewing monthly spending, generating requisitions, on boarding suppliers, working with Procurement for contract approvals, purchase orders, and approving journal entry request and scholarship payment refunds and approving all expense reports for staff.
• Attends to maintenance and supply orders
• Serves as office emergency coordinator, office representative on committees related to building and space. Schedules all meeting and events in EMS.

Office Records Management

• The office manager supports the Director and Strategic IT and Data Manager in implementing records policies. The office manager is the operations officer with oversight responsibility for the execution of the retention and records policy for materials held in the office and within the M Drive (outside of warehouse data). This includes over 5,000 student files annually and over 1,500 endowed scholarship records - all of which are sensitive and confidential materials.
• Ensure management of materials is in accordance with University policy, state and federal rules.
• The office manager will organize the storage, shredding, archiving, and purging on an annual basis.
• The manager provides any necessary administrative support for audit materials under the direction of the Compliance Team.

Administrative Support

• Coordinate the Director and Deputy Director's schedules as needed and prepares meeting materials and follow-up documents to assist in accomplishing the unit's objectives. Communicates, handles correspondence, and replies as appropriate to phone, paper, or electronic inquiries on behalf of the Director and Deputy Director.
• Perform other tasks as assigned including assisting the Director and Deputy Director with special projects or tasks, such as preparing materials to the specifications of external departments (i.e) the Office of Audit and Compliance)

Qualifications

Essential Qualifications:

Excellent interpersonal skills and ability to manage a front desk, creating a welcoming atmosphere and handling inquiries with discretion.

• Judgment and tact in dealing with confidential information and sensitive situations.
• Willingness to take initiative and assume responsibility while also working collaboratively as part of a team.
• Accuracy, efficiency, and attention to detail; the ability to establish priorities, balance multiple demands, and work independently.
• Proficiency with the Microsoft Office (including Word, Excel, Access, and Powerpoint) and Google Products (Drive, Docs, Sheets, Forms), and a willingness to learn new technologies.
• Bachelor's degree and/ or 3-5 years of office experience.
• Ability to work in-person during regular business hours with rare evening/weekend responsibilities.

Preferred Qualifications:

Competence with PeopleSoft, Concur, and PRIME.
Experience working in a higher education environment.
Fiscal management experience.

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.

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.