Job ID: 2021-13557 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Department of Chemistry seeks an energetic individual for a Faculty Assistant position to provide full administrative support to several senior faculty members, along with approximately 40-50 lab group members, combined.
The assistant will manage all administrative, teaching, financial, and sponsored research tasks for the faculty and research group members including scheduling, travel planning, course support, processing expenses, ordering supplies, tracking purchase orders, grants management, and spending projections. This will also include the creation of budgets and justifications, organizing grant applications, and utilizing electronic grants management systems.
This individual will also assist with publications, reports and other communications.
This is a limited term position, for 18 months, and may be renewed based on performance and funding.
The final candidate will be required to successfully complete a background check.
General Administrative: Draft and edit correspondence; manage heavy calendar, mail, e-mail and phone calls; organize meetings and office hours, maintain group research websites. Assist with preparation and submission of faculty research publications including word processing, editing, and submitting technical articles, abstracts, reports, manuscripts, book chapters, and editorial reviews. Assist faculty members in managing course information in Blackboard and photocopying course materials. Plan and organize frequent travel and speaking schedules. Create a detailed travel itinerary that includes all trip logistics. Process reimbursements and travel vouchers for faculty, research staff and visitors.
Grants Management: Manage and review spending on federal and corporate sponsored grants, as well as unrestricted accounts in research funding. Assist with proposal and budget preparation, in coordination with grants manager, coordinate sponsored research and other grant submissions for faculty members and lab groups, including entering all non-scientific data for grant applications and uploading via electronic grants systems. Collaborate with internal and external Co-PIs to ensure that proposal guidelines are followed and proposal materials are submitted in a timely manner. Proofread, edit, organize and submit progress reports, letters of recommendation/support, and research staff and graduate fellowships.
Financial Management:Use Information Warehouse to monitor equipment/supplies purchased by students with budgets assigned by professor, track spending/remaining budget for travel, supplies, and equipment, monitor balance of sponsored projects and monitor anticipated award funding. Provide projections on sponsored projects and discretionary funds to advise on spending patterns and allocations, based on current spending, remaining budget, and anticipated award funding for the coming year. Purchase and track equipment, office and lab supplies purchases for research labs.
Required Qualifications: Intermediate level proficiency with Microsoft Office Suite including Word, Excel, Outlook and PowerPoint. Strengths in word processing, proofreading and editing correspondence, reports and other documents, as well as experience in web site editing and updating. Exceptional interpersonal and communication skills (both written and verbal), including the ability to interact effectively with all levels of the University, and the ability to take initiative. Strong analytical and problem-solving skills, attention to detail and the ability to meet firm deadlines. Excellent organizational skills, the ability to work independently with a high level of accuracy and energy, manage priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.
Associates or other 2-year degree or equivalent, plus 1-3 years minimum related experience.
Preferred Qualifications:Knowledge of Blackboard and familiarity with Princeton University's Information Warehouse, PhotoShop, iCal, grants.gov, and Princeton ERA sponsored research system.
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 LAW
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