Administrative Assistant

The Ludwig Princeton Branch seeks a Faculty Assistant to provide a high level of administrative support to its faculty and researchers. Reporting to the Senior Manager, Finance & Administration, the incumbent is the first point of contact for faculty, lab members and visitors. While managing multiple and competing deadlines, this position will: 1) provide support to faculty members in their academic, teaching and research efforts, 2) serve as a resource for students, students, visitors, and postdoctoral researchers on policy and procedural issues, 3) event management and planning for symposiums and conferences hosted by supported faculty, including preparation of outreach materials and arranging travel, 4) assist with special projects as needed and provide back-up to Administrative Coordinator.

Faculty support:

Provide high level support to faculty members in their academic, teaching and research efforts. This position primarily supports senior faculty, with large labs and high volume of complex work to be processed on a daily basis. This position acts as the interface between the faculty members and the many constituencies with whom they interact including, but not limited to: other University faculty, researchers, students, and others globally with whom they work/collaborate, the Chairs of the department, and other university administrative units. This position is responsible for providing academic, administrative, and research support. Responsibilities include: drafting and editing correspondence, letters of reference, faculty research publications (including entries into SciENcv and ORCID), technical articles, abstracts, manuscripts, book chapters, proofreading proposals, and editorial reviews; managing several calendars, mail, e-mail inboxes and frequent phone calls; organizing weekly meetings. Planning and organizing frequent multi-leg domestic and international travel and speaking schedules. Creating detailed travel itineraries that include all trip logistics. Processing reimbursements and travel vouchers for faculty, research staff and visitors; ordering equipment and supplies and tracking purchases for research labs. Assisting faculty members with teaching duties by managing course information in various systems, photocopying course materials, and arranging meetings between students and faculty. Maintaining websites for faculty and their research groups. Partnering with libraries, requesting and downloading articles, publications and books.

 

Event management and planning:

Coordinate lectures and events hosted by assigned faculty. Responsibilities include monitoring the event budget; reserving rooms; ordering food; arranging travel for speakers and guests, ensuring the travel is optimized and efficiently coordinated; advertising the event; preparing and circulating materials; and troubleshooting problems as they arise. Arranging and planning celebrations (graduation, etc) for the labs.  Processing expense reimbursements for invited guests.

 

Support department manager, staff and students:

Provide guidance to faculty, students and researchers on University and departmental policy. Assist department manager with special projects. Serve as back-up to Administrative Coordinator.

 

May be asked to take on additional tasks as needed to respond to departmental priorities.

 

Essential Qualifications:

*Associates or other two-year degree required, and/or equivalent work experience.
*Excellent organizational skills, 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.
*Exceptional interpersonal and communication skills (both written and verbal), with the ability to interact effectively with others.
*Strong problem-solving skills, attention to detail and the ability to meet firm deadlines.
*Intermediate level proficiency with Microsoft Office Suite including Word, Outlook and PowerPoint.

 

Preferred Qualifications:

*Knowledge of Princeton University policies, procedures and systems.
*Ability to monitor and update web pages.
*Bachelor's degree preferred.

 

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

36.25

No

Yes

180 days

No

No

No

Entry Level

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