Job ID: 2024-20037 Type: Full-Time # of Openings: 1 Category: Administrative Support
Overview
The Princeton Neuroscience Institute (PNI) at Princeton University is searching for a Faculty Assistant to provide high-level administrative support for several faculty members and their laboratories. Responsibilities include a wide range of fiscal, academic, and administrative duties in a deadline-oriented environment with competing demands and utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks. The Faculty Assistant will demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality, and be flexible as demands and priorities change.
Under the management of the FA Team Supervisor, the Faculty Assistant is responsible for a wide range of duties assisting faculty members with their procurement, teaching, and event planning, and extending to their laboratory needs and personnel. Ability to handle faculty in multiple appointments within Princeton University and their commitments in outside institutions, including some job functions in non-Princeton systems.
Responsibilities
All purchasing for assigned faculty’s laboratories using PeopleSoft Financials, Prime Marketplace, and multiple credit cards, as well as processing invoices and other billing, handling FedEx and UPS shipping of lab materials between external labs and vendors using the eShipGlobal shipping system.
Organize faculty travel by making arrangements as needed, working with their requests and the University travel agent, and completing their travel reimbursements.
Reconcile faculty T&E expenses, and manage their outside reimbursements with other Universities; also prepare and submit Concur reports for faculty, and act as first approver for lab personnel Concur reports.
Manage event planning for assigned faculty by organizing all aspects of events such as seminars, in-house conferences and workshops, receptions, lab meetings, visiting speakers and lab candidates, and other lecturers/talks; includes coordinating visitor travel, hotel, dinners, lunches, special events, and room/venue reservations; coordinate formal schedules for visitors within PNI and outside departments; create materials for various events including flyers, brochures, and templates; process visitor reimbursements and honorariums; and provide assistance as needed with other Institute events.
Part of the faculty assistant team managing Institute-wide room reservations, using the University’s EMS room management software.
Assist faculty with various responsibilities including teaching duties by copying exams, and posting readings and assignments in Canvas; additional tasks include confidential submission of faculty recommendation letters; faculty calendar maintenance, appropriately handling and filtering incoming correspondence, appointment requests, scheduling meetings, responding to inquiries, and other projects faculty may need assistance with.
Other duties as assigned and acts as liaison between faculty and their lab personnel, PNI administrative staff, and University offices; as well as support between a team of faculty assistants.
Qualifications
Essential Qualifications:
3+ years related experience with proven office administration experience.
Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools; open to embracing new technology as University systems update and change.
Proven interpersonal and communication skills with experience providing complex administrative support to multiple people, and effective handling of confidential materials.
Ability to prioritize multiple tasks and work in a fast-paced environment with frequent interruptions.
Excellent and demonstrated skills in attention to detail.
Ability to interact effectively in a professional manner and work collaboratively with a diverse group of individuals.
Preferred Qualifications:
Bachelor's degree
Knowledge of Princeton University’s financial and purchasing systems, Concur, and Canvas is preferred
This position is subject to the University's background check policy.
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