Faculty Assistant

Faculty Assistant

US-NJ-Princeton

Job ID: 2022-15876
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Department of Electrical and Computer Engineering is seeking a Faculty Assistant to provide administrative support to designated faculty members and their research groups, as well as process their travel and purchase expenses in compliance to PU and governmental policies.

Responsibilities

Administrative support to faculty and their research group - guide and orient new research staff and students with University policies and instructions on procedures and systems; support with events and catering needs; maintain meeting calendars and requests for some faculty; arrange meetings using doodle poll, conference calls and room reservation systems; arrange loaners phones/laptops for international travel; assist with faculty activities reporting; scanning and copying; update listserv Assist faculty in coursework - prepare coursework documentation and post on Canvas; assist with collection of homework and exams; distribute/collect textbooks Travel - make reservation for air, hotel and cars; coordinate itineraries; create and maintain spreadsheets for trips; ensure approvals for student expenses; track Learned Society travel Manage and process travel and expense reporting via the Concur system - ensure reporting is in compliance to 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 Conferences, seminars and symposiums - arrange venue, agenda, catering and dining reservations, work with Conference and Services when needed; posting of announcements on EE website; oversee registration; process guests travel and reimbursements; this includes CISS which is a bi-annual international conference hosted at Princeton Purchasing - assist ordering of equipment and supplies working via Market Place and EE Purchasing Office; create e-ship Global labels Financials - process cost transfer journals in Prime; reconcile holding account reconciliations and prepare journal entries; prepare annual recharge center budget to determine internal and external user rates, review center expenses and organize data into lab expense budget categories Facilities support - report incidents and facility issues to department manager and place facility work orders Support Grants Manager on document needed for proposals when needed e.g. current and pending, biosketch Work with other colleagues in the department as a team and provide coverage when possible

Qualifications

Essential Qualifications

• Bachelor's degree or 3 years of relevant work experience
• Excellent organizational skills, with attention to details, accuracy and follow-ups in meeting deadlines
• Superb interpersonal and communication skills dealing with a wide range of constituents
• Proficient in Microsoft Office Word, Excel and Outlook
• Ability to prioritize and coordinate multiple projects simultaneously in a fast paced environment
• Demonstrate the highest level of professionalism in welcoming and assisting all constituents
• Discretion in handling confidential information
• A great team player

Preferred Qualifications

• Experience with Concur
• Process expense reports and compliance with governmental and internal policies

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

PI196154609