• Faculty Assistant

    Requisition # 2018-9677
    Date Posted 2 months ago(12/5/2018 10:51 AM)
    Department
    Chemistry
    Category
    Administrative Support
    Full-Time / Part-Time
    Full-Time
  • Overview

    The Department of Chemistry, a vibrant department of nearly 350 faculty, staff, researchers and students, seeks an energetic individual for a faculty assistant position to provide full administrative support to three or more faculty members (currently, two senior and one junior faculty), along with approximately 40 lab group members, combined.

     

    The assistant will be responsible for general administrative duties such as travel, calendar scheduling, correspondence, and meeting logistics; and for coordinating sponsored research/grant submissions and management, processing expenses, ordering equipment and supplies and tracking purchases. This individual will also assist with publications, reports and other communications, and will manage course information and materials.

     

    This is a 4-year, term position, with possibility of renewal, based on performance and funding.

     

    Responsibilities

    Key responsibilities include: 

     

    Grants Management:

    • Manage and review spending on federal and corporate sponsored grants, as well as unrestricted accounts 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, letters of recommendation/support, and research staff and graduate fellowships.

     

    Financial Management:

    • Use Information Warehouse to review spending and budgets for travel, supplies, and equipment, and monitor balance of sponsored projects and anticipated award funding.
    • Provide projections on sponsored projects and discretionary funds to advise on spending patterns and allocations, based on current spending, remaining budget, and anticipated award funding for the coming year.
    • Purchase and track costs for equipment, office and lab supplies for research labs.

     

    General Administrative:

    • Draft and edit correspondence; manage heavy calendar, mail, e-mail and phone calls; organize meetings and office hours.
    • Assist with preparation and submission of faculty research publications including word processing, editing, and submitting technical articles, abstracts, reports, manuscripts, book chapters, and editorial reviews.
    • Assist faculty members in managing course information in Blackboard and photocopying course materials.
    • Plan and organize frequent travel and speaking schedules.
    • Create detailed travel itineraries that include all trip logistics.
    • Process reimbursements and travel vouchers for faculty, research staff and visitors.
    • May be opportunities to engage in social media for the department.

    Qualifications

    Required Qualifications: 

    • Associates or other 2-year degree or equivalent, plus 1-3 years minimum related experience.  
    • Intermediate level proficiency with Microsoft Office Suite including Word, Excel, Outlook and PowerPoint.
    • Strengths in word processing, proofreading and editing correspondence, reports and other documents, as well as experience in web site editing and updating.
    • Exceptional interpersonal and communication skills (both written and verbal), including the ability to interact effectively with all levels of the University.
    • Strong analytical and problem-solving skills, attention to detail, ability to take initiative and meet firm deadlines.
    • 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. 

    Preferred Qualifications: 

    • Knowledge of Blackboard and familiarity with Princeton University's Information Warehouse, PhotoShop, iCal, grants.gov, and COEUS systems. 
    • Interest in and experience with social media. 
    • Bachelor's degree.

     

    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

    Salary Grade

    BOS, 030

    Standard Weekly Hours

    36.25

    Eligible for Overtime

    Yes

    Benefits Eligible

    Yes

    Essential Services Personnel (see policy for detail)

    No

    Estimated Appointment End Date

    1/7/2023

    Comments Related to End Date

    Four year term position

    Physical Capacity Exam Required

    No

    Valid Driver’s License Required

    No

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