Administrative Coordinator; Princeton University, Princeton, NJ

The Research Animal Programs (RAP) – Laboratory Animal Resources (LAR) department is seeking a proactive, highly organized, and detail-oriented Administrative Coordinator to support a dynamic and growing department. This position plays an integral role in the daily administrative operations of both LAR and the Primate Research Resources (PRR) departments. The Administrative Coordinator provides direct support to the Executive Director of LAR, the Director of PRR, and the LAR Business Manager, while also serving as a key point of contact and resource for all LAR/PRR staff and management.

This position is located at an on-campus facility as well as time spent in our Hopewell Research Facility.

Acting as a central operational hub, this position ensures the smooth flow of internal processes, contributes to department-wide efficiency, and delivers high-quality service to the research community—allowing investigators to remain focused on their research and teaching missions. The Administrative Coordinator is responsible for a broad range of administrative functions, including office management, training coordination, visitor services, procurement backup, and support for special projects and department initiatives.

This individual must thrive in a fast-paced environment with evolving priorities and demonstrate exceptional organizational skills to effectively manage and prioritize multiple, concurrent tasks with professionalism, accuracy, and discretion.

• Serve as the first point of contact for visitors, phone, and email inquiries, providing a welcoming and professional presence for the department.
• Maintain complex calendars for department Executive Director and other RAP leadership, including scheduling internal and external meetings, preparation, and follow-up tasks.
• Coordinate onboarding and offboarding for new hires, contract staff, and visitors; prepare welcome packets and departmental tours with internal stakeholders.
• Manage department communications, email lists, mail distribution, coordinate key and building access, and general office logistics as well as assist with the department shared inbox.
• Maintains up-to-date list servs, website lists and staff rosters.
• Draft agendas, prepare meeting materials, take minutes, and ensure follow-up for meetings and strategic sessions.
• Act as backup to the Procurement Coordinator and provide general assistance to the LAR Business Manager and PRR Director.
• Assists with the electronic management of cage card activations and deactivations, working closely with Procurement Coordinators and triaging the shared departmental inbox to ensure timely and accurate processing.

• Plan and support logistics for departmental meetings, staff training, management meetings, and staff recognition events. Assist with department scheduling as needed.
• Manage events across six facilities – on and off campus, including scheduling, room reservations, catering coordination, and preparation of materials.
• Support large-scale events such as new employee orientations and professional development sessions.

• Coordinate travel arrangements for department leadership.
• Assist in the process with reimbursements and complete expense reports using Concur.
• Support scanning, organizing, and reconciling census documents, invoices, vendor paperwork, and purchasing card documentation.

• Serve as a guide for departmental staff on policies, procedures, and systems use.
• Maintain and update internal training documentation to support cross-functional teams and new staff.
• Assist in the coordination of training sessions and act as a resource for procedural and operational questions.

• Support the development, formatting, and organization of department procedures and templates.
• May represent LAR/PRR on internal committees or working groups.

• High school diploma with at least 3+ years of relevant administrative experience.
• Proficient in Microsoft Office Suite, Outlook, and Adobe Acrobat.
• Strong verbal and written communication skills.
• Ability to manage multiple projects and priorities in a fast-paced environment with minimal supervision.
• Highly effective organizational and project management skills with a proactive approach.
• Demonstrated ability to take initiative, prioritize, manage multiple projects simultaneously, and work independently.
• Ability to exercise good judgment, maintain confidentiality, and handle sensitive information in a discrete manner.
• Ability to walk short distances between buildings as needed.
• Strong attention to detail, problem-solving abilities, and organizational skills.

• Administrative experience in a laboratory animal research department.
• Experience in an academic or research institution.
• Familiarity with systems such as Concur, People Soft, and e-learning tools is a plus.