Job ID: 2023-18062 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Department of Molecular Biology, a dynamic department of approximately 450 faculty, staff, researchers and students, seeks an energetic individual for a faculty assistant position to provide full administrative support to four to six faculty members and their laboratories. This individual will be responsible for general administrative duties such as planning and organizing travel and schedules, ordering equipment and supplies and tracking purchases, processing expenses, supporting the grant proposal process, assisting in academic and teaching duties, and preparing necessary correspondence. A cover letter is required.
â¢ Manage multiple faculty calendars, scheduling meetings, and reserving space. â¢ Prepare and send correspondence on behalf of faculty (i.e., letters of recommendation).
â¢ Manage course information in Canvas, and otherwise assist faculty with their coursework.
â¢ Prepare and ship correspondence and laboratory materials for research groups. Prepare documents for importing research material from international collaborators. â¢ Plan and schedule events including arranging for appropriate space, catering, etc. For example, multi-day conferences, receptions, seminars, and small lab events. â¢ Perform other departmental duties and special projects as needed.
â¢ Maintain and reconcile monthly travel and expense credit cards and process invoices for payment. â¢ Purchase and receive office and laboratory supplies, maintaining records for individual research groups. Correspond with suppliers to request quotes, confirm availability, and resolve issues. â¢ Plan and execute international and domestic travel arrangements for faculty, lab group members, and guests. Prepare detailed trip itineraries showing schedule of events, locations, and contacts. â¢ Manage and process travel and expense reporting via the Concur system - ensure reporting is in compliance with PU and government policies; enter expense details, receipts and ensure proper chart strings are used for allocations and document/backups are sufficient and accurate; follow-up on funds due to PU from host reimbursements, travel grants and personal expenses; update credit card information.
â¢ Update faculty materials such as CV, biosketch, publications, course materials, and lab websites. â¢ Provide support on research publication submissions. â¢ Assist in preparation of grant proposals and grant reporting materials.
â¢ Provide backup assistance to other support staff in the department. â¢ Perform other departmental duties and special projects as needed.
â¢ Associates or equivalent in related experience. â¢ Intermediate level proficiency with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. Working knowledge of GoogleDocs, Gmail, and other Google products is a plus. â¢ Strengths proofreading and editing correspondence, reports and other documents, as well as experience in web site updating. â¢ Excellent interpersonal and communication skills, work collaboratively as a part of a team, and function in demanding situations is essential. â¢ Strong analytical and problem-solving skills, attention to detail, ability to take initiative and meet firm deadlines. â¢ Excellent organizational skills, the ability to work independently with a high level of accuracy and energy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.
Preferred Qualifications â¢ Familiarity with Princeton University's systems: Information Warehouse, PRIME, Concur, Canvas, EMS, Open Scholar. â¢ Interest in and experience with social media is preferred. â¢ Bachelor's degree preferred.
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