Office Assistant at Princeton University

Posted in Admin - Clerical 8 days ago.

Location: Princeton, New Jersey

Job Description:

Office Assistant


Job ID: 2021-13773
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University


Princeton University Advancement office of Annual Giving seeks an Office Assistant to provide high level administrative support for two Annual Giving Associate Directors working with undergraduate alumni classes and/or other constituencies.


Volunteer support and interaction:

Provide a quality volunteer experience to undergraduate classes and other constituencies by sustaining and strengthening important relationships with volunteer leaders by:

• Responding to and generating information for volunteer, staff and donor telephone and email inquiries.
• Assist in scheduling volunteer meetings including maintaining volunteer conference call/zoom calendars, distributing paperwork and creating specialized reports to appropriate parties and files.
• Prepare, proofread, edit and finalize correspondence, presentations, memos, reports and other documents which may contain confidential financial data.
• Generate and organize information and materials for reports, presentations, events and special projects.

High level technical support:

• Perform high degree of email organization requiring timely responses to volunteers, donors, campus partners and staff inquiries though Outlook. Use and maintenance of general office equipment such as copiers, faxes and printers. Creating, organizing and maintaining electronic / paper files.

• Utilize specialized university alumni donor database (Stripes) to maintain alumni information used to generate specialized, complex and detailed reports for individual volunteers or committees.

• Prepare letters, memos and emails to volunteer committees. Work with our Printing and Mailing manager to generate specialized class solicitation mailings, especially complicated merge letters. These class mailing include segmented appeal letters, bulletins, and other mailers as needed.
•Creation and maintenance of class websites including making assignment of prospects for class solicitors, coding and managing volunteer prospects, generation of reports for volunteer / class activity using the university volunteer database, TigerTracks.
• Utilize the departmnt's email marketing software to create mass email solicitations, invitations, communications. Large volume (over 3,000 emails to alumni and /or other constituencies).


Essential Qualifications:

  • At least 5 years administrative experience in a high productivity environment.
    Excellent word processing, spreadsheet preparation, proofreading and data and financial information management and presentation skills.

  • Must have prior experience with complicated mail merges and the ability to take initiative and learn database systems quickly.
    Excellent interpersonal skills and a high degree of professionalism and initiative; accuracy, close attention to detail and discretion in dealing with highly confidential material.

  • Ability to exercise independent judgment and make decisions based on established policies and procedures in supervisor's absence.

  • Able to manage heavy workload of two administrators and to prioritize projects as needed.

  • A high level of proficiency with computer equipment and the Microsoft Office suite of applications software including Word, Excel, PowerPoint, Outlook and prior database system experience.

  • Ability to create and edit text within Exact Target for solicitations to various donor groups; conference call and meeting reminders to volunteers.

  • Ability to collect, organize and filter data to download using various programs (Excel, Exact Target, Word) for further segmentation, data manipulation, and document protection.Commitment to University Advancement’s mission to inform, involve, and inspire Princeton’s global community of alumni and friends, and adhering to its guiding principles of High Performance, Innovation, Civility, and Collaboration

  • Flexibility and willingness to undertake special projects, assignments, and to provide backup overflow support to other Annual Office Assistants as directed by supervisors or office coordinator in a fast paced and deadline driven 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. EEO IS THE LAW


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