Administrative Specialist Details

Administrative Specialist

Princeton University - Princeton, NJ

Employment Type : Full-Time

Overview: The Department of Public Safety (DPS) is the primary department charged with creating a safe and secure environment at Princeton University. DPS operates 24 hours a day, 365 days a year, and is comprised of 111 staff members. The department consists of professional University police, security officers, dispatchers and administrators dedicated to providing best-in-class service to the community. DPS was awarded Law Enforcement Accreditation from the Commission on Accreditation for Law Enforcement Agencies (CALEA) in July 2015 and subsequently awarded reaccreditation status in July 2018. CALEA serves as the “International Gold Standard for Public Safety Agencies” and oversees a rigorous accreditation process. In addition, DPS was awarded accreditation status on March 2019 and subsequently awarded reaccreditation status on March 2022 by the New Jersey State Association of Chiefs of Police Law Enforcement Accreditation Commission (NJLEAC).
As a member of the customer service team, the Administrative Specialist is responsible for representing Princeton University and the Department of Public Safety (DPS) with utmost professionalism and cordiality.
Reporting to the Administrative Lieutenant, the Administrative Specialist is responsible for the University’s telephone system and DPS Welcome Desk, answering the main University telephone number (609) 258-3000, giving out general information about the University, greeting callers and visitors to Princeton University in a timely, efficient and pleasant manner, and transferring callers to the appropriate destination.
This position also provides day-to-day functional and administrative support for DPS. Job duties may include, but are not limited to:

• scheduling student employees for the University Operator phone line
• when students are not available: answering incoming calls to the University and the department, giving out general information about the University, and transferring calls to the appropriate destination in a timely, efficient, and pleasant manner
• taking non-emergency overflow calls from the DPS Communication Center
• staffing the 200 Elm Drive Welcome Desk (lobby) and handling walk-in traffic to DPS
• giving breaks to other DPS Administrative Specialists
• data entry, managing multiple databases/spreadsheets in excel, IMC, POSS, etc. for campus directory information, events, lockouts, etc.
• scheduling meetings and training
• maintaining files (paper and electronic)
• additional duties as assigned

The Department of Public Safety is a 24/7, 365 day operation and requires employee to work a flexible schedule, that may include weekend or evening hours, during peak seasons and emergencies.
Responsibilities:
UNIVERSITY OPERATOR AND DPS WELCOME DESK (45%)

• Answers and processes the University and DPS phone lines in an expedient, efficient, and professional manner
• Takes non-emergency overflow calls from the DPS Communication Center
• Assists callers and walk-in traffic to obtain University related information
• Staffs the 200 Elm Drive Welcome Desk (lobby)
• Maintains list of special number for Communication Officers to reference.
• Researches and stays informed about activities taking place at the University so as to give out accurate information.
• Primary contact with Cisco Attendant for operator console issues
• Primary trainer of casual hourly/student staff on the use of the operator console
• Processes weekly student payroll and collaborates with budget manager and financial analyst on any issues or concerns.
• Gives breaks to other DPS Administrative Specialists
• Requires high levels of contact with the public.

ADMINISTRATIVE SUPPORT (35%)

• Filing confidential reports (paper and electronic files)
• Creates files (electronic and paper); sorts files by subject matter; handles photocopying of material.
• Adds and edits information on multiple websites; checks web links to ensure that they are accurate; removes web links when necessary.
• Directs, distributes and responds to inquiries; in person, electronically and traditional mail
• Serves as the building manager with facilities, including emergency facility needs
• Back-up to the Assistant to the Assistant Vice President and Director of Operations
• Inputs and updates data in multiple databases; creates spreadsheets in Excel.

EVENTS (10%)

• Assists with coordinating in-service training; including preparing events budget, securing room reservations (speakers and attendees), providing refreshments, recording DPS attendance.
• Back-up for coordinating special events and additional duty assignments; including monitoring, receiving, directing and processing request for DPS support (on-line, fax and phone).
• Back-up Administrative Assistant that handles building unlock/lock requests (paper and electronic).
• Coordinates department conference room calendars and scheduling events for the Core Team and the department

SUPPLIES and EQUIPMENT (5%)

• Maintains inventory of patrol forms and reports; such as access (door and traffic) control requests, approvals, and reports and vehicle maintenance documents (paper and electronic).
• Coordinates inventory control and ordering of office/kitchen supplies and office equipment supplies.

PERFORM OTHER DUTIES AS ASSIGNED (5%)Qualifications:Minimum Qualifications

• High school diploma or equivalent
• Customer service experience
• Ability to maintain composure during stressful or emergency situations.
• Requires the ability to work independently and to meet strict deadlines under pressure, strong interpersonal skills, excellent judgment, and tact as well as sensitivity to escalate critical situations as appropriate.
• Must possess excellent communication skills, both written and oral.
• Demonstrated ability for teamwork and collaboration.
• Must be highly organized and efficient, consistent, and accurate.
• Must be able to handle a diverse high-volume workload on a daily basis.
• Requires knowledge of Microsoft Word, Excel and Outlook or their equivalent.
• Ability to type 40 wpm.

Preferred Qualifications

• Associates degree or higher
• Knowledge of working in a higher education environment and/or public safety or law enforcement setting
• Experience handling phones in Emergency situations

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. EEO IS THE LAWStandard Weekly Hours: 36.25 Work Schedule, If Other Than Standard Hours: The Department of Public Safety is a 24/7, 365-day operation and requires employee to work a flexible schedule, that may include weekend or evening hours, during peak seasons and emergencies. Eligible for Overtime: Yes Benefits Eligible: Yes Probationary Period: 90 days Essential Services Personnel (see policy for detail): Yes Physical Capacity Exam Required: No Valid Driverâs License Required: No : #LI-ST1