Faculty Assistant

Job description

Requisition # 2018-9230
Department Chemistry
Category Administrative Support
Full-Time / Part-Time Full-Time
Application Deadline


The Department of Chemistry seeks a faculty assistant to provide full administrative support to one senior and three junior faculty members along with their combined lab members (approximately 50).

The assistant will be responsible for general administrative duties such as travel and speaking schedules, correspondence, and meeting logistics; and for coordinating sponsored research/grant submissions, budgets and justifications, processing reimbursements and travel vouchers, ordering equipment and supplies and tracking lab purchases. This individual will proofread, edit and organize reports, letters of recommendation, proposals and papers, and assist faculty members with teaching duties by managing course information and materials, and liaising with students.

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


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.


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 is preferred.
  • 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


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Estimated Appointment End Date


Comments Related to End Date

4 year term position

Physical Capacity Exam Required


Valid Driver's License Required


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Job No:
Posted: 9/13/2018
Application Due: 10/12/2018
Work Type: