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Administrative Assistant

Princeton University
New Jersey, United States
Salary Not specified
Posted Date
Sep 15, 2022

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Administrative Assistant


Job ID: 2022-15619
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University


The Princeton Neuroscience Institute (PNI) is a premiere research institute within Princeton University’s campus, dedicated to solving problems at the forefront of neuroscience. Faculty members, research staff, postdoctoral fellows, and graduate students work together in a collaborative and creative environment, reflecting Princeton’s reputation for excellence.

PNI is searching for an Administrative Assistant to provide high-level administrative support for the Institute Director. Responsibilities include a wide range of fiscal, academic, and administrative duties in a deadline-oriented environment with competing demands and utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks. The Administrative Assistant will demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality, and be flexible as demands and priorities change.

This position is responsible for a wide range of duties assisting the Institute Director with their management of the Institute, and extending to their laboratory needs and personnel. This is an excellent opportunity for a candidate to make important contributions to PNI as well as to the research mission of the Director's laboratory.

This position is a 3-yr term position with the possibility of extension contingent upon continued funding and performance


  • all purchasing for Director's laboratory using PeopleSoft Financials, Prime Marketplace, as well as processing invoices and other billing, handling FedEx and UPS shipping of lab materials between external labs and vendors using the eShipGlobal shipping system.
  • accounting and budgeting for lab and Institute.
  • organize Director travel by making arrangements as needed, working with their requests and the University travel agent, and completing their travel reimbursements.
  • reconcile T&E expenses, and manage their outside reimbursements with other Universities; also prepare and submit Concur reports for Director, and act as approver for lab personnel Concur reports.
  • manage event planning for Director by organizing all aspects of events such as seminars, in-house conferences and workshops, receptions, lab meetings, visiting speakers and lab candidates, and other lecturers/talks; includes coordinating visitor travel, hotel, dinners, lunches, special events, and room/venue reservations; coordinate formal schedules for visitors within PNI and outside departments; create materials for various events including flyers, brochures, and templates; process visitor reimbursements and honorariums; and provide assistance as needed with other Institute events.
  • part of the faculty assistant team managing Institute-wide room reservations, using the University’s EMS room management software.
  • assists Director with various responsibilities including teaching duties by copying exams, and posting readings and assignments in Canvas
  • confidential submission of recommendation letters
  • Director calendar maintenance including scheduling meetings and sending reminders
  • managing correspondence, appointment requests, scheduling meetings, responding to inquiries (reviewing, prioritizing, and responding to emails and phone calls)
  • organization of documents and records, in preparation for meetings including note taking at meetings
  • drafting project reports
  • Other duties as assigned and acts as principal liaison between Director and PNI administrative staff, and University offices; as well as support between a team of faculty assistants.


Essential Qualifications:

  • Bachelor's or equivalent or degree
  • 3+ years related experience with proven office administration experience.
  • Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools; open to embracing new technology as University systems update and change.
  • Proven interpersonal and communication skills with experience providing complex administrative support to multiple people, and effective handling of confidential materials.
  • Ability to prioritize multiple tasks and work in a fast-paced environment with frequent interruptions
    Excellent and demonstrated skills in attention to detail.
  • Inter-personal skills that are reflected in a professional manner and the ability to work collaboratively with a diverse group of individuals.
  • Excellent written and verbal communication skills
  • Time-management skills
Preferred Qualifications:

  • Knowledge of Princeton University’s financial and purchasing systems, Concur, and Canvas is preferred.

NOTE: This position is a 3-yr term position with the possibility of extension contingent upon continued funding and performance

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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