Administrative Coordinator

The Department of Art & Archaeology at Princeton University is seeking an Administrative Coordinator. Established in 1882, the Department of Art & Archaeology has been home to some of the most distinguished scholars in the field and, over the decades, has grown to cover an expanding range of media, cultures, and methodologies. Today, coursework in art history and archaeology is supported by the extraordinary art collection of the Princeton University Art Museum, by the resources of the Marquand Library, the world's finest art history library, and by close relationships with numerous other departments on our campus.

Under the department's umbrella are three rsearch centers: the Index of Medieval Art, the Tang Center for East Asian Studies, and Visual Resources (which manages the department's archaeological holdings).

The Administrative Coordinator is a central member of the administrative team of the department. Reporting to the Manager of Finance & Administration (Department Manager), this position performs key office and front desk functions; supports the chair of the department administratively; assists faculty members; aids colleagues with class trips; and supports the department manager with the day-to-day administration of the Barr Ferree Fund for Publishing.

Although this position is responsible for a variety of tasks, many of them occur yearly, semiannually, or biennially. This position is 100% duty time during the academic year for 10 months a year (approximately August 15 - June 15). Staff in the department work four days in the office and one day from home, as workload allows, in keeping with the University’s in-person collaborative culture, which supports the in-person teaching and research mission and fosters sustained, meaningful professional connections that enable individual and collective excellence.

• Provides administrative support for the department Chair, often including highly confidential matters.
• Schedules meetings and appointments (including determining meeting attendees' availability); maintains calendar and provides the Chair with weekly reminders of the upcoming schedule.
• Faculty searches: answers general inquiries; works directly with the committee chair on supporting the administrative needs of the search; keeps committee members apprised of all candidate issues; schedules and manages candidate visits, committee meetings, and online interviews; reconciles expenses; compiles final dossier for Dept Manager to submit to Office of the Dean of the Faculty (DOF).
• Prepares correspondence and reports on behalf of the Chair to donors, the Advisory Council members, and strategic partners.
• Assist with the organization of the bi-annual Advisory Council meeting on campus (travel, agenda, catering, participants)
• Assisting with institutional research surrounding policies, programming, and procedures
• Preparing and distributing agendas, assisting the chair with the preparation of meeting materials, and taking minutes for departmental meetings
• Undertakes special projects as assigned

• Acts as the first point of contact for students, university colleagues, and visitors to the department.
• Orders and maintains office supplies for the department and proactively works with Shared Services on any financial transactions and questions. Independently advises and coordinates with faculty and staff regarding purchasing policies and procedures.
• Coordinates the department's mailing and shipping needs (including disseminating mail, ordering mailing supplies, and facilitating shipping requests or receivables)
• Works with Dept. Manager to coordinate office moves or readying spaces used for hosting temporary visitors
• Pr…