Faculty Assistant

Job description

Faculty Assistant


Job ID: 2020-11930
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University


The Department of Chemistry seeks a faculty assistant to provide full administrative support to three faculty members along with their combined research lab members (approximately 30). 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.


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:

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 spending and budget for travel, supplies and equipment.

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. Will be assigned additional administrative tasks as needed by 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 course and grants managements systems, and familiarity with Princeton University's Information Warehouse, PhotoShop, iCal and Blackboard.
  • 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.





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Job No:
Posted: 8/30/2020
Application Due: 10/29/2020
Work Type: