Job ID: 2024-20135 Type: Full-Time # of Openings: 1 Category: Administrative Support
Overview
The Geosciences seeks a reliable and energetic Faculty Assistant to provide administrative support to 6-8 faculty members and their research groups. The Faculty Assistant will need to be adaptable to the changing needs of the department, which is relocating to a new building in Spring 2025. Responsibilities will include ordering lab supplies in a timely and accurate manner, arranging research and conference travel for group members, organizing and supporting events and seminars, and other duties and special projects as assigned, particularly with respect to the department’s move planning process.
This is a one-year term position which may be renewed for an additional year.
Responsibilities
Procure supplies and services required to meet specialized research needs using purchase orders or a purchasing card when necessary. Correspond with suppliers to request quotes, confirm availability, and arrange for delivery. Submit invoices for payment and resolve any issues.
Organize and arrange domestic and international travel for individuals and groups, including international field work teams working in remote areas. Support traveler safety by ensuring that they have complied with the travel registration policies and that they have access to resources for safe travel such as communication devices.
Process travel and expense reporting via the Concur system - ensure reporting complies with university and government policies; enter expense details, receipts and ensure proper chart strings are used for allocations and document/backups are sufficient and accurate
Support conferences, seminars and other events – reserve rooms, ordering catering as needed; post announcements on GEO website; organize speaker/guest travel and reimbursements.
Arrange and manage shipments of equipment and scientific samples for research groups, domestically and internationally, including freight shipments when necessary. Arrange for the importation of scientific samples from international collaborators.
Support Grants Manager on document needed for proposals e.g. assist with preparing faculty biosketches, current and pending support documents, and collaborator information for proposals using ORICD and SciENcv.
Assist the Department Manager and Research Facility Manager in their efforts to coordinate and organize the move from Guyot to the new ES building by updating calendars, lists of outstanding issues, and spreadsheets as needed.
Work with other administrative colleagues in the department as a team and provide coverage for work and events as needed.
Qualifications
Essential Qualifications:
Bachelor's degree or 3 years of relevant work experience
Excellent organizational skills, with attention to details, accuracy and follow-ups in meeting deadlines
Superb interpersonal and communication skills dealing with a wide range of constituents
Proficient in Microsoft Office Word, Excel and Outlook
Ability to prioritize and coordinate multiple projects simultaneously in a fast-paced environment
Demonstrate the highest level of professionalism in welcoming and assisting all constituents
Discretion in handling confidential information
High level of problem-solving skills and ability to multi-task
Excellent time-management skills.
A great team player
Preferred Qualifications:
Experience with Concur
Experience with processing expense reports and compliance with governmental and internal policies
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. KNOW YOUR RIGHTS
