Faculty Assistant

Faculty Assistant

US-NJ-Princeton

Job ID: 2022-15965
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Department of Chemistry seeks a faculty assistant to provide full administrative support to several faculty members along with their combined research group members. The assistant will be responsible for general administrative duties such as travel and speaking schedules, correspondence, and meeting logistics; coordinating sponsored research/grant submissions; processing reimbursements and travel vouchers; ordering equipment and supplies; and tracking lab purchases. Other tasks include proofreading, editing and organizing reports, letters of recommendation, proposals and papers, and assisting faculty members with teaching duties by managing course information and materials, as well as liaising with students.

Responsibilities

Job Responsibilities:

Grants Management: Manage and review spending on federal and corporate sponsored grants, as well as unrestricted accounts with several million dollars 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, and research staff and graduate fellowship proposals.

Financial Management: Employ University financial system, Information Warehouse, to a) monitor equipment/supplies purchased by students and postdocs in research groups and purchase lab equipment and supplies when needed; b) process travel vouchers and reimbursements; and, c) based on balances of sponsored projects, spending patterns, and anticipated award funding, provide projections on sponsored and discretionary funds to advise faculty on burn rates, etc.

General Administration: Draft and edit correspondence, letters of recommendation; manage heavy calendar and all communications; organize meetings and office hours. Assist with preparation and submission of research manuscripts, including formatting and editing, and submitting other scientific articles, abstracts, reports, and editorial reviews. Prepares domestic and international scientific shipments. Assist faculty members in managing course information in course management system, Canvas, and preparing course materials. Plan and organize frequent travel and speaking schedules, including detailed travel itineraries that outline all trip logistics. Process reimbursements and travel vouchers for faculty, research staff and visitors.

Additional tasks as needed in response to departmental priorities.

Qualifications

Essential Minimum Required Knowledge, Skills, Competencies and Abilities

The candidate should possess 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. Must be comfortable with taking initiative and have exceptional interpersonal and communication skills (both written and verbal), with the ability to interact effectively with all levels of the University. Should demonstrate strong analytical and problem-solving skills, attention to detail and the ability to meet firm deadlines.

Intermediate level proficiency with Microsoft Office Suite including Word, Excel, Outlook and PowerPoint.

Associate's degree, or equivalent.

PREFERRED knowledge, Skills, Abilities Experience, and Other Education

Knowledge of Canvas and familiarity with Princeton University's Information Warehouse and ERA grants management systems, PhotoShop, federal agency grants submission systems, and ability to update and maintain web pages, preferred.

Bachelor's degree is preferred.

This position is subject to the University's background check policy.

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

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