Human Resources Office and Administrative Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Human Resources
Specialty Human Resources Assistant
Location 08540, Princeton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/07/23

Reporting directly to the Senior Director, Human Resources (SDHR), the primary focus of this role is to provide high level assistance to the SDHR, and secondarily, to support the operations of the Office of Human Resources, collaborating with other HR team members, as needed.

This position uses complex decision-making skills and discretion to prioritize and execute all administrative tasks in a manner that results in a highly efficient and productive office environment through the use of technology and processes that support PPPLs mission and goals. This is a small dynamic and tight-knit team that works together to accomplish continuous improvements while maintaining excellence in operations.

The ideal candidate for this position would be self-motivated, highly organized, intelligent, and excited to be in a position that has direct impact to the success of PPPLs mission, and the PPPL work culture.

Are you interested in joining the world's brightest talent in solving some of the worlds grandest scientific challenges of the 21st century? Princeton Plasma Physics Laboratory (PPPL) is doing just that! Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, and inclusion and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!

This position includes planning, collecting data, identifying problems, and thinking through solutions and recommendations in support of, and to, the SDHR. The incumbent must possess a high-level of discretion, advanced skills in the performance of administrative support for HR operations, must be highly organized and have a sense of humor.

In addition, this role will collaborate closely with other administrative staff for primary functions; perform general office duties including triaging inquiries, prepare formal documentation and communications, and maintain the electronic record-keeping; Organizing travel, training, event arrangements will be needed, along with other duties, as assigned by the SDHR.

Core Duties:

Duties include organizing complex schedule and calendar; identifying and compiling materials for meetings and reports, often of confidential and sensitive nature; prioritizing incoming materials and requests; drafting correspondence and serving as a primary resource to other external offices, such as the Department of Energy, Princeton University and other stakeholders.

Anticipates Sr Directors needs and pro-actively brings together appropriate people and other resources to support the SDHR in addressing issues.
Organizes the SDHRs complex schedule, scheduling zoom meetings and utilizing the Google Suite to streamline operations.
Triage HR email and voicemails; review and prioritizes screening of the SDHRs mail, email, voicemail and appointments using expert judgment, knowledge and discretion; maintaining a high-level of confidentially and trust is critical to success in this role.
Drafts, edits and distributes complex and highly sensitive correspondence; this may include formal or confidential communications with the Department of Energy (DOE) or the University, and broad messaging to supervisors or staff, and the external community.
Responsible for correspondence, facilities arrangement, and set-up for HR departmental training, meetings and conferences. Liaise with other PPPL Admins or campus staff as needed.
Department Purchasing Card (P-Card) holder; purchases items such as office supplies, computing equipment and other items, as needed. For larger purchases, work with Subject Matter Experts to draft and submit requisitions in the Procurement System, and coordinate processing to closure.
Maintains electronic records and files for the SDHR. Run reports from Data Warehouse as needed, and assist in records management in PeopleSoft as well as being Record Steward for Official Correspondence Repository.
Manages department meetings and special event planning and coordination including, but not limited to meeting minutes, agendas, correspondence, facilities arrangement, set-up and staffing. Proofread and edit documents.
Partner with Staffing team as needed to assist in their processes, from interview schedules to relocation needs and new hire on-boarding.
Plan and coordinate travel arrangements for the SDHR and draft itineraries (light travel). Maintain and reconciles Concur for travel requests and reimbursements, as needed.
Update and maintain HR intranet site as needed (after training).
Other duties as assigned.

Education and Experience:

An associate degree, or equivalent experience, with a minimum of three years of progressive responsibility and administrative experience, preferably in a staff or customer-facing environment.
Experience at executive or C-suite level administrative support highly desirable.

Knowledge, Skills and Abilities:

Demonstrated organizational and time-management skills, with the ability to multitask and prioritize competing and a high-volume of tasks under tight deadlines. Ability to maintain composure and possess a natural, yet professional ease while working through a stressful or an emergency situation.

Supports a dynamic team and interacts professionally, effectively and cordially with staff, supervisors and contractors at all levels, requiring considerable discretion and initiative. Requires excellent judgment using the utmost discretion in handling sensitive and confidential matters.
Solid written and excellent interpersonal skills a must, including customer service capabilities and a high degree of professionalism, flexibility, and patience. Demonstrates ability to handle in-person and digital correspondence, in a professional and courteous manner, with all levels of the organization.

Must be detail-oriented and organized, with exceptional follow-through and analytical skills.

Strong knowledge and functional command of Microsoft Office: Word, Excel, PowerPoint as well as the Google Suite of tools.

Must demonstrate expertise in written, interpersonal, and verbal communications skills including competency in written grammar, punctuation, and vocabulary. Excellent oral and written communication skills.

Proven project and process management skills and a demonstrated track record of delivering results.

Strong business acumen, analytical and project management skills.

Ability to work in a diverse and fast paced environment.

Self-motivated and proactive thinker.

Sense of humor appreciated, quick thinking and approachable nature needed.

Physical Requirements:

Hybrid position.

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

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.
Standard Weekly Hours: 40.00 Eligible for Overtime: No Benefits Eligible: Yes Probationary Period: 180 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Driver's License Required: No : #LI-CL1