Administrative Coordinator, Office of Environmental Health & Safety

Overview

The Office of Environmental Health & Safety (EHS) provides leadership, technical support, information and training, consultation, and periodic audits of environmental, health, and safety practices and regulatory compliance.

Princeton University seeks a dynamic and self-motivated professional to join EHS as its administrative coordinator. The administrative coordinator plays a pivotal role within EHS. Reporting to the Director of Campus Safety and Health, the administrative coordinator provides executive-level support to the AVP, provides the EHS team with scheduling and logistical support, serves as the primary budget and financial management contact, and supports general office organization and communication. This is a unique opportunity to support a dynamic and essential team that supports all aspects of the University's operations.

Responsibilities

The administrative coordinator supports the AVP and EHS team in their responsibilities to cross-University initiatives. The administrative coordinator’s duties include:

• Provide executive-level support to the EHS senior leadership team, including deft calendar management with attention to priorities, meeting support and agenda preparation, process and project coordination, and travel and expense management.
• Serve as primary support for EHS staff through scheduling, logistical support, coordination for ad hoc committees and special initiatives, and procurement- and travel-related transactions.
• Support the AVP as secretary of ESRM on progress tracking for agenda items, drafting agendas, proofreading meeting minutes, and supporting committees and working groups.
• Assist AVP and other senior leaders in their roles as chairs of ESRM supporting committees, including HSA, Field Research, Emergency Management Group, etc.

The administrative coordinator will support day to day management of the office budget.

• Reconcile financial records and act as resource for University financial systems and processes.
• Create monthly budget updates, reports, and projections for senior leadership staff.
• Serve as primary contact for procurement and requisition creation and receiving

The administrative coordinator supports the administration of safety and health training by EHS professional staff. Those duties include:

• Manage scheduling, facility arrangements, participant communications, food and beverage orders, and technology support for EHS training sessions and events.
• Publish upcoming training sessions on the Employee Learning Center and record and track attendance, post-completion.

The administrative coordinator assists with EHS’s general office organization, including confidential and sensitive information, and represents EHS to in-person guests and those contacting the office. Duties include:

• Ensure the office is well-kept and operating efficiently by submitting and following up on Facilities work orders, managing inventories and placing orders for office equipment and supplies.
• Handle general office tasks such as phone calls, mail processing, front-office organization, file preparation, and other administrative assignments.
• Act as receptionist for the Office of Environmental Health & Safety.
• Manage and improve EHS’s shared electronic file management system and oversee paper and digital archival systems.
• Field initial inquiries through the ServiceNow ticketing system and direct to the appropriate subject matter expert.

Qualifications

ESSENTIAL QUALIFICATIONS

• Associate’s degree or equivalent work experience.
• Three or more years of relevant administrative experience.
• Exceptional judgment and discretion when handling sensitive and confidential matters.
• Commitment to professional integrity and a respectful and collaborative team environment.
• Strong work ethic; commitment to completing work in a timely manner, and a willingness to undertake tasks with enthusiasm and energy.
• Meticulous attention to detail and accuracy.
• Strong organizational and time-management skills, excelling at multitasking and efficiently prioritizing high-volume projects despite tight deadlines with a bias for quality and accuracy.
• Outstanding interpersonal skills and effective engagement with individuals at all organizational levels, including senior leaders, faculty members, and students.
• Commitment to the EHS mission and values
• Experienced and effective writing and proofreading.
• Flexibility, resourcefulness, and adaptability to changing needs and demands.
• Willingness and ability to learn and a commitment to professional development.
• Proficiency with Microsoft and Google suites (Word/Docs, PowerPoint/Slides, Excel/Sheets, and Outlook) and openness to learning and adopting technology.

PREFERRED QUALIFICATIONS

• Experience with Princeton University or another college or university.
• Proficiency with Prime (PeopleSoft), Concur, Teams, and SharePoint.

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. KNOW YOUR RIGHTS

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level

Salary Range