Assistant to the Executive Director

US-NJ-Princeton

Job ID: 2024-19253
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

The Research Collections and Preservation Consortium (ReCAP) is seeking an enthusiastic individual to support the ReCAP Executive Director and the ReCAP Board of Governors. Working closely with these key stakeholders, the Assistant to the Executive Director will play a crucial role in facilitating the smooth operation of ReCAP, which encompasses three vital departments: ReCAP Operations, ReCAP Resource Sharing, and ReCAP Information Technology, comprising approximately 24 staff members. The ReCAP Board is comprised of two high-level administrators, each from Columbia University, Harvard University, the New York Public Library, and Princeton University.

In this dynamic position, day-to-day responsibilities revolve around ensuring the efficient functioning of ReCAP and serving as a trusted extension of the Executive Director. Responsibilities include managing intricate schedules, crafting precise correspondence, meticulously recording minutes, maintaining detailed records, compiling essential data, and preparing insightful reports. Additionally, the role involves coordinating significant events and initiatives critical to the ReCAP's success.

A paramount aspect of this role involves handling administrative tasks with the utmost discretion and confidentiality, particularly concerning financial matters, disciplinary actions, personnel affairs, and strategic planning initiatives on behalf of the Executive Director and the ReCAP Board of Governors.

This position oversees the seamless execution of administrative processes such as recruitment assistance, maintenance of comprehensive staff databases and organizational charts, coordination of travel logistics, management of expense reports, and oversight of office management duties. This includes warmly welcoming staff and visitors, ensuring contractor access, and maintaining an effective and organized workspace environment conducive to productivity and collaboration.

Moreover, this role encompasses the management of divisional services, organizational structures, staffing dynamics, onboarding procedures, facility and equipment requisites, and workspace allocations, all meticulously aligned with the library's overarching strategic goals and policies.

In addition to these responsibilities, the position entails coordinating comprehensive staff evaluations, managing financial requests and Concur reports, efficiently processing orders and invoices, compiling staff statistics, assisting in disciplinary actions, and liaising seamlessly with the Library Office of Finance and Administration and University procurement to address any general operating budget needs effectively. The incumbent will work closely with Human Resources to manage staffing at ReCAP, from drafting job descriptions and position grading to tracking annual appraisals and advising on disciplinary issues and employment separations.

The Assistant to the Executive Director collaborates closely with counterparts within the consortium; this position plays a pivotal role in documenting administrative procedures and fostering the adoption of best practices to ensure the continued success and effectiveness of the organization. With peers in the Administrative Assistants at Princeton University Library group (APPUL), shares responsibility for creating/maintaining documentation regarding administrative procedures and best practices for the Princeton University Libraries.

Essential Qualifications:

• Bachelor’s Degree.
• Minimum 5 years’ experience.
• Excellent interpersonal and customer relations; professionalism and poise
• Successful independent decision making
• Outstanding written and verbal communication skills
• Demonstrated ability to manage multiple projects and changing priorities, flexibility
• High level of proficiency with Microsoft Office suite including Excel; Google Workspace tools, and HR and financial databases
• Strong work ethic including organizational skills and the ability to perform functions accurately and intelligently and with great attention to detail.
• Execute judgment, tact, professionalism, discretion, and integrity in handling sensitive and privileged matters.
• Flexibility and willingness to undertake special projects and provide additional support to the team as directed in a fast-paced, deadline-driven environment
• Demonstrated ability to work independently and to take initiative with a high degree of adaptability to changing priorities
• Demonstrated commitment to continuous learning through training opportunities and self-guided education

Preferred Qualifications:

• Ability to collect, organize, export, manipulate, and filter data to download using various programs
• Familiarity with University policies and departments
• Experience with University business applications
• Knowledge of University, Federal, and State regulations

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. KNOW YOUR RIGHTS