Administrative Assistant

Job description

Overview

Reporting to the Director of the Office of Research and Project Administration (ORPA), the Administrative Assistant provides administrative, financial, compliance, and special project support to the Director and office staff.  The Administrative Assistant interacts with other offices within the Office of the Dean for Research (DFR) as well as other central offices and research departments across campus to assist ORPA in fulfilling its service role in the research community.  The Administrative Assistant manages the day-to-day operations and organizational planning/budgeting activities necessary to support the Director and office staff.

Responsibilities

Principal Duties and Responsibilities:

 

 Office Administration 

  • Seamlessly supports the office overall including being a resource for ORPA staff and providing a high level of administrative support to the Director of ORPA. Performs administrative responsibilities in support of the smooth operation of the office and its programs.
  • Performs general office management responsibilities, including but not limited to taking responsibility for the office’s email-box(es), office supply ordering and inventory, arranging meetings, making travel arrangements, handling special events, and completing and submitting expense forms.
  • Organizes and sets priorities among a variety of tasks, including a high volume of regularly-occurring work and special projects as assigned. Supports the Director’s needs to plan for the office on a short and long-term basis.
  • Serves as a key conduit and a responsive central point of contact for ORPA for internal and external client inquiries concerning campus research, to include other areas outside of ORPA (science/endowed funds, human subject, export control, bio-hazardous material, technology licensing and conflict of interest).
  • Manages the complex and dynamic schedule of the Director by determining priorities in calendaring appointments and activities. Organizes and sets priorities balancing a variety of complex tasks and meetings.
  • Assists in the collection, production and proactive dissemination of materials for meetings and events. Organizes staff meetings, including preparing agendas, taking minutes, and following up with staff regarding any action items.
  • Communicates orally and in writing on behalf of the Director, with accuracy and clarity. Anticipates and initiates appropriate action and problem solving in support of the Director. Initiates, reviews, and distributes internal office communications regarding departmental office activities and procedures, such as processes governing requests for time out of the office, as requested by the Director.
  • Serves as the liaison for various University campus partners including Facilities, Telecommunication, Financial Services, Environmental, Health & Safety, Parking, and University Health Services.  Also serves as the primary point of contact in coordination of office moves and resources (Design & Construction).
  • Acts as the primary liaison to Office of Human Resources (OHR) for HR-related transactions and requirements including managing HR job posting process in Icims; onboarding new staff; and as CALM administrator, tracking staff absence balances, reconciling absence entries, advising employees on required updates, and providing monthly absence report to Director and other ORPA supervisors. Consults with OHR and advises Director regarding various employee-related matters, e.g. leaves of absence, staffing, benefits, etc. consistent with current University policies and procedures.
  • Coordinates and prepares Independent Contractor Agreements.
  • Provides event planning for internal and outward facing events to include Coffee with ORPA, NCURA on-site meetings and webinars to include internal and external contingents, and other meetings and events.   Posts and manages attendance, coordinates space, refreshments, and facility preparation.
  • Approves time collection for biweekly and casual staff.
  • Provides administrative assistance to ORPA leadership in the management of University Research Board (URB) processes.

Financial Management 

  • Regularly reviews and pro-actively advises on office budget and finances, including Concur travel, office credit cards and office subscriptions/licensing fees, and ensures timely reconciliation of accounts, including professional development costs. Tracks charges by individuals or chart string as appropriate.
  • Approves and processes invoices for agency employees and other contractors.
  • Acts as Director’s delegate to prepare travel and other expenses. Enters receipts and entries, and reconciles monthly expenses in Prime.  Reviews and approves travel expenses as the approver for department staff to ensure accuracy and compliance with University guidelines.  Follows-up with staff to ensure compliance with expense processing deadlines and allocated budget.
  • Provides regular monthly operational budgetary reports/projections to Director, including those anticipating fiscal year close when appropriate.
  • Partners with DFR and Finance and Treasury contacts to research, process and report on transactions with accuracy and efficiency, and in accordance with University policies and procedures.
  • Oversees and maintains office purchases, excluding computer hardware/software.
  • Works with Director and DFR Assistant Director for Finance and Administration to establish annual budget and reconcile at end of year.
  • Tracks sponsored research financial commitments from proposal to award phases from the Science Fund. Ensures all stakeholder commitments are confirmed and documented, including the Provost Office, DFR and other appropriate departments.  Prepares, submits, tracks, and makes adjustments as appropriate to journals for financial commitments to ensure timely payments are made in accordance with the agreement and availability of funds.

 

Other Duties and Projects as assigned.  

Qualifications

ESSENTIAL QUALIFICATIONS:

  • 3-5 years administrative experience
  • Ability to handle multiple tasks with grace and good humor and does not hesitate in assisting others as circumstances may require
  • Excellent organizational skills and ability to manage multiple and sometimes competing priorities in a fast paced, changing environment
  • Ability to write and communicate clearly and accurately
  • Commitment to responsiveness and independent follow through on items to satisfactory resolution
  • Meticulous attention to detail and accuracy in matters of proofreading, document processing, scheduling meetings/events and relaying messages
  • Implementation of quality control practices into work and an interest in continuous improvement
  • High degree of judgment, tact, and professionalism as well as a profound respect for the confidentiality of the documents and communications involving the office
  • Ability to be proactive and demonstrate initiative; ability to work independently, accurately, and exercise discretion
  • Ability to plan ahead and anticipate needs of the Director and the office
  • Strong work ethic; commitment to completing work on a timely basis
  • Flexibility; resourcefulness; adaptability to changing needs and demands; willingness to extend work day as circumstances require
  • Solicits feedback; emotional maturity
  • Proficiency with Microsoft Office suite of applications (Word, PowerPoint, Excel, Access, Visio, e-mail (Outlook), and with systems applications such as PeopleSoft and SharePoint.

 

PREFERRED QUALIFICATIONS:

 

  • Bachelor's degree, with experience and interest in higher education and the management of research and sponsored programs.
  • Prior work experience in providing administrative support to a senior/executive administrator.
  • Experience within the administration of Princeton University or another college or university.
  • Knowledge of Princeton University enterprise-level and administrative systems including PeopleSoft, Onbase, Princeton ERA and Coeus.

 

 

 

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

Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo

 

 

 

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Job No:
Posted: 11/20/2020
Application Due: 11/19/2021
Work Type:
Salary: