Faculty/Grants Assistant

Requisition # 2024-19080
Date Posted 1 month ago(5/13/2024 2:15 PM)
Department
Chemistry
Category
Administrative Support
Job Type
Full-Time

Overview

The Department of Chemistry seeks a Faculty/Grants Assistant to provide full administrative support to several heavily-research active senior and junior faculty members and their research groups. The role manages administrative, teaching, financial, and sponsored research tasks for the faculty and research group members including scheduling, travel planning, providing course support and liaising with students, processing expenses, ordering lab equipment and supplies, tracking lab purchase orders, providing in-depth and frequent assistance with grants management activities, and preparing timely financial reports.

 

The Faculty/Grants Assistant plans, organizes, and reconciles heavy travel and speaking schedules, including the creation of detailed itineraries; manages calendars, mail, e-mail inboxes and frequent phone calls; organizes weekly and annual meetings and events/conferences; updates faculty websites; proofreads, edits and organizes research progress reports, letters of recommendation, proposals, faculty research publications, technical articles, abstracts, manuscripts, book chapters, and editorial reviews; processes reimbursements and travel vouchers for faculty, research staff and visitors; orders equipment and supplies and tracks purchases for research labs; and assists faculty members with teaching duties by managing course information in various systems, photocopying course materials, and arranging meetings between students and faculty.

 

The role's grants management activities require careful analysis and attention to detail. Responsibilities include overseeing the effective management of several millions of dollars in grants and unrestricted accounts; creating, preparing and entering in electronic grants management systems all non-scientific data for grant applications; in coordination with grants managers, assisting with the creation of budgets and budget justifications; collaborating with internal and external Principal Investigators and co-PIs to ensure that proposal guidelines are followed and materials are submitted in a timely manner; and managing and projecting for spending on federal and corporate sponsored grants as well as unrestricted accounts in research funding.

Responsibilities

Grants Responsibilities: Understands and review sponsor guidelines for all applicable Funding Opportunity Announcements. Manages and reviews spending on federal, corporate, and foundation sponsored grants, as well as unrestricted accounts, with several million in research funding. Notifies department's business staff of any deficits. Frequently assists with grant proposal and budget preparation, coordinates sponsored research and other grant submissions for faculty members and lab groups, including creating, preparing and entering all non-scientific data for grant applications and uploading via electronic grants systems, including the Current/Pending/Other Support and Biosketch materials. Collaborates with internal and external Principal Investigators and co-PIs to ensure that proposal guidelines are followed and materials are submitted in a timely manner. Manages and projects for spending on federal and corporate sponsored grants as well as unrestricted accounts in research funding. Proofreads, edits, organizes and submits faculty research progress reports, as well as proposals for research staff and graduate fellowships.

 

Financial Responsibilities: Uses University's Information Warehouse and other systems to monitor lab equipment and supply purchases made by researchers and students in several faculty research groups; tracks spending and helps to determine remaining budget available for travel, supplies, and equipment; monitors balances of sponsored research projects; monitors anticipated award funding; provides projections on sponsored projects and discretionary funds to advise faculty and business office colleagues on spending patterns and allocations based on current spending, remaining budget, and anticipated award funding. Frequently orders equipment and supplies for PIs' research labs.

 

General Administrative Responsibilities: Drafts and edits correspondence, letters of reference, proposals, faculty research publications (including entries into SciENcv and ORCHID), technical articles, abstracts, manuscripts, book chapters, and editorial reviews; manages several calendars, mail, e-mail inboxes and frequent phone calls; organizes weekly and annual meetings and events/conferences. Plans and organizes frequent travel and speaking schedules. Creates detailed travel itineraries that include all trip logistics. Processes reimbursements and travel vouchers for faculty, research staff and visitors; orders equipment and supplies and tracks purchases for research labs. Assists faculty members with teaching duties by managing course information in various systems, photocopying course materials, and arranging meetings between students and faculty.

 

May be asked to take on additional tasks as needed to respond to departmental priorities.

Qualifications

Essential Qualifications Include: 

  • Associates or other two-year degree required, Bachelor's degree preferred. In exceptional cases, four years of relevant experience may be considered in place of the education requirement.
  • Familiarity with basic accounting principles.
  • 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.
  • Exceptional interpersonal and communication skills (both written and verbal), with the ability to interact effectively with all levels of the University.
  • 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.

Preferred Qualifications Include: 

  • Familiarity with Princeton University system applications, such as PRIME, Information Warehouse, PeopleSoft Financials, and Concur.
  • Knowledge of Princeton University's ERA grants management system and other federal agency grants submission systems.
  • Familiarity with Canvas and PhotoShop.
  • Ability to monitor and update web pages.

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

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

Experience Level

Entry Level

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