This Lab Administrator at Ecology & Evolutionary Biology (EEB) provides comprehensive support for Professor Simon A. Levin, a distinguished faculty member renowned for his leadership in various research projects and a multitude of grants, predominantly managed by the Center for BioComplexity within the High Meadows Environmental Institute (HMEI). This role encompasses diverse responsibilities including managing ongoing manuscripts and publications, facilitating engagements with premier national and international scientific and policy-making entities such as the National Academy of Sciences, National Science Foundation, Santa Fe Institute, and the International Institute for Applied Systems Analysis (IIASA), among others. Additionally, support Professor Levin's involvement with esteemed centers, institutes, and universities worldwide, focusing on climate change and sustainability initiatives exemplified by institutions like Princeton University's HMEI Center for BioComplexity (CBC), the Stockholm Resilience Centre (SRC), and the Potsdam Institute for Climate Impact Research (PIK).
Key duties entail coordinating the development, planning, and execution of conferences, symposia, workshops, and meetings, as well as overseeing the day-to-day operations of his research group comprising graduate students, postdoctoral researchers, and visiting scholars specializing in theoretical ecology. Furthermore, responsibilities include the management of Professor Levin's lab infrastructure and the maintenance of both his lab and the Center for BioComplexity websites.
Effective interaction with Professor Levin's current and former students, postdoctoral fellows, and a diverse network of collaborators, including Nobel Prize laureates and esteemed Princeton faculty across various disciplines, is crucial. The incumbent must demonstrate autonomy in task completion, adeptly navigate competing priorities, creatively troubleshoot and resolve issues, and consult with Professor Levin judiciously, seeking his expertise or input only when necessary.
I. Draft, edit, and proofread various documents, including scientific books, peer-reviewed publications, annual reports, salary reviews, and conference materials for Professor Levin. Research and compile complex bibliographies in diverse formats. Craft engaging web content for both the Levin Lab (EEB) and the HMEI's Center for BioComplexity websites. Format manuscripts to meet publisher requirements, including graphic editing and reformatting. Oversee the submission process to prominent scholarly journals and academic publishers. Serve as a valuable resource for Professor Levin's colleagues at external institutions and Princeton staff, providing guidance on manuscript preparation and submission procedures. Facilitate the preparation and coordination of grant proposals utilizing the ORCID/ScienCV system, ensuring compliance with submission guidelines. Assist in the drafting of grant objectives across various documents and provide guidance on proper grant citation protocols. Prepare and submit confidential documents, such as nominations for esteemed scientific organizations and national/international awards. Additionally, manage the preparation and submission of grant process reports with attention to detail.
II. Coordinate, oversee, and manage the execution of prestigious scientific conferences, symposia, workshops, and meetings both at Princeton University and various locations, including remote settings. Direct all aspects of event planning and logistics, serving as the primary on-site manager. Tasks encompass the creation of event web pages and repositories for pre-event resources, issuance of invitations, and adept budget management involving negotiation and contract drafting with venues, dining establishments, caterers, and travel agencies. Take charge of crafting comprehensive agendas, compiling participant lists and biographies, and producing personalized name tags. Post-event responsibilities include the dissemination of follow-up materials, addressing participant inquiries, and facilitating the processing of travel reimbursement requests.
III. In charge of designing, creating, and consistently updating the content and visual aesthetics of both the Levin Lab and the Center for BioComplexity (HMEI) websites, employing Adobe Photoshop for photo editing as needed.
IV. Autonomously oversee the day-to-day operations of the Levin Lab, encompassing a broad spectrum of responsibilities, such as facilitating Professor Levin's teaching activities, including the preparation and distribution of course materials and managing textbook orders. Manage Professor Levin's calendar and appointment scheduling while also maintaining comprehensive lists and files of ongoing manuscripts and publications. Coordinate office space allocations for graduate students, postdoctoral researchers, and visitors, serving as a knowledgeable resource for lab members on various inquiries. Maintain the organization and accessibility of the Levin Lab Library and bibliographic databases, including the meticulous cataloging of new acquisitions and the preservation of existing materials. Ensure the currency of the library's journal collection. Oversee procurement processes, including supply ordering, vendor payments, and expense reconciliation, including travel reimbursements via Concur. Coordinate facilities repairs as necessary. Provide support to visiting researchers, assisting with accommodation arrangements and addressing general inquiries. Arrange and coordinate special seminars, including speaker schedules. Recruit, train, and supervise work-study students for designated projects. Flexibly undertake additional tasks as required.
Essential Qualifications:
5+ years providing faculty member support or any equivalent administrative experience
Proficiency with both Windows and MacOS
Advanced proficiency using e-mail (Outlook & Google), web browsers (Safari & Firefox), and the Microsoft Office suite of applications, and Adobe (including Adobe Photoshop)
Excellent communication skills both verbal and written
Exceptional attention to detail with strong emphasis on timeliness and accuracy
Experience in graphic and website design and website maintenance
High level of professional discretion and confidentiality
Solid decision making skills and ability to work independently
Ability to establish priorities, anticipate demands, and meet deadlines under pressure
Preferred Qualifications:
B.A. or B.S. preferably in the Natural or Social Sciences
Experience working in an academic department within higher education
Experience in setting up and using the ORCID/SciENcv system to create grant proposal documents
Experience with University ordering and processing financial and travel transactions
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