Princeton AlumniCorps (formerly Princeton Project 55) is an independent alumni-led 501(c)(3) nonprofit organization that inspires and builds civic leadership among alumni across generations by engaging them in significant activities that influence and improve our society.
Position Overview and Responsibilities
The Office Administrator ensures the smooth operation of this fast-paced and innovative community. The office administrator position requires an organized self-starter and team player to oversee day-to-day functions of the administrative and program staff at Princeton AlumniCorps; and is in many cases the first person to the organization encounter. The office administrator must have the ability to move capably and confidently between a wide range of responsibilities including reception, administrative office operations, human resources and finance.
- Answer the main AlumniCorps phone line, welcome guests and vendors, sort mail.
- Maintain a requisition and ordering procedure for office supplies including postage, paper, etc. assuring inventory control and cost effectiveness.
- Manage office printings and mailings
- Maintain conference room schedules; arrange for meeting space and room reservations as requested by staff.
- Assist in organizing/arranging Board meetings and trainings.
- Maintain central office files including board meeting minutes and attendance sheets
- Supervise building maintenance, cleaning staff and AlumniCorps interns
- Provide administrative and planning support for staff
- Schedule regular maintenance of the office facilities
- Work with PP55 program manager to coordinate and participate in fellowship interviews with alumni and nonprofit partner organizations during the month of January.
- Work with PP55 program manager and PP55 interviewers to decide on fellowship placement referrals.
- Manage the job board for fellowship alumni and partner organizations
- Manage the volunteer board for Princeton AlumniCorps
- Lead recruitment of Princeton AlumniCorps interns from Princeton University, Princeton Theological Seminary, and surrounding colleges and universities
- Interview, hire and assign tasks and corresponding staff managers for Princeton AlumniCorps interns
- Orient and coordinate enrollment, collection of hours and associated academic credit for AlumniCorps interns
- Assist in all hiring processes to include scheduling interviews, conducting reference checks, preparing hiring packets, verification of documentation and document completion.
- Assist the Executive Director with the payroll process including: collection of employee’s time sheets/cards, verifying accuracy and preparation.
- Maintain donor and vendor files
- Enter bills, deposits, and petty cash expenditures in QuickBooks; prepare and process payments and deposits
- Prepare acknowledgement letters to annual giving donors via Raiser’s Edge for signature
- Update Raiser’s Edge when new address/contact information is received
- Interact with vendors on related matters to ensure good and proper business relations.
- Work closely with executive director and accountant to ensure payment of taxes, filing of appropriate forms, and effective accounting practices
- Lead special projects as needed
- Help to design and maintain the AlumniCorps website
- Help to design and maintain AlumniCorps’ Shared Effort newsletter
- Collaborate with other staff as needed and appropriate
- Collaborate and communicate with alumni volunteers as needed
- Aid in organization-wide initiatives and events
- Work by the Princeton AlumniCorps Staff Values
- A minimum of Bachelors Degree, plus one to five years experience in administrative support
- Good knowledge of office support functions including word processing, filing, telephone etiquette, data entry
- Must have basic math skills with minimal bookkeeping knowledge
- Ability to prioritize tasks effectively and to manage multiple projects
- Must have very strong interpersonal, communication and organizational skills.
- Ability to understand and uphold the highest level of confidentiality
- Computer knowledge and proficiency required including Microsoft Office applications including, Word, Excel, Power Point, Publisher and Outlook. Experience with RaisersEdge and Quickbooks preferred
- Experience supervising or participating in an internship program a plus
- Flexibility and openness to new ideas and feedback
- Sense of humor
Starting salary will range from $30,000-$40,000 depending on previous experience, with potential for increase in subsequent years. Compensation includes medical and dental insurance, retirement benefits, 20 days of paid time off, and generous holidays.
The position is located in the Princeton AlumniCorps office at 12 Stockton Street in Princeton, NJ.
Interested individuals should email a resume and a letter of interest and qualifications by Friday, January 20th, 2012 to firstname.lastname@example.org.
A start date in early March will be determined by mutual agreement.