Administrative Assistant

Princeton Materials Institute (PMI) is seeking an Assistant to provide high level administrative support for PMI. In addition, this position will also provide administrative support to the Institute Director and Executive Director. The position reports to the Administrative Office and Academic Program Coordinator and serves as the primary contact for administrative functions of the Institute.

 

The position will be a primary contact between central offices of the University and the Institute’s main office. The individual serves as a resource for faculty, staff and students on policy and procedure within the Institute and will serve as the primary point of contact for the Institute Director’s office. Maintaining confidentiality is a requirement for this position. The candidate will be expected to successfully perform the following:

Admin Support to PMI Director and Executive Director

• Assist with maintaining the Institute Director’s and Executive Director’s calendar, meetings, commitments, travel and expense reports, etc.
• Coordinate department meetings and events held under the direction of the Institute Director’s and Executive Director’s office including but not limited to faculty meetings, advisory council meetings, welcome back dinner, holiday party and other social events. Organize meeting schedule, prepare agendas, reserve meeting rooms, order food, etc.
• Responsible for scheduling PMI Advisory Council and PMI Executive Committee meetings.

Seminars and Events

• Responsible for weekly department seminars and special events including but not limited to: Prepare visiting schedules, promotional material (such as seminar posters and email announcements, posting of events on PMI and SEAS websites), reservations and travel arrangements, reimbursements, room scheduling, catering, registrations and badges (when appropriate) etc .
• Assist with PMI Annual Symposium, Nature Conference, and other events (which will occasionally involve additional hours outside of the core working hour schedule).
• Assist Engineering Communications Specialist with the effort to grow the external partnership through development of the web pages, brochures and other content to advertise the capabilities and opportunities for collaboration with PMI and its core facilities.

Assist Business Office

• Assist the faculty search committee with placing advertisements, coordinate candidate visits and schedules, handle correspondence, process expense reimbursements and track total expenditures; request reimbursement of expenses from the Dean of the Faculty.
• Assist with onboarding activities for newly arriving faculty, researchers and visitors.
• Prepare materials for Dean of Faculty (DoF) appointments, reappointments and promotions (for faculty, research staff and external partners, as applicable) and work with HR and DoF to get these appointment/renewals processed in a timely fashion.

General Administrative Support

• Assist with summer programs, i.e., scheduling meetings, seminars, catering, etc.
• Maintain mailing lists, e.g., seminars, symposia, etc.
• Responsible for distributing mail and packages, and maintain supplies.
• Manage conference room and assist in auditorium/classroom bookings in Bowen Hall
• Telephone coordinator – assist with PMI staff/researchers on telephone setup/updates.
• Attend relevant training and outside professional activities.
• Other administrative duties as assigned.

ESSENTIAL

 

• A minimum of 3-5 years of relevant experience.
• Demonstrated ability to take initiative, assume responsibility and follow through on assignments and meet deadlines.
• Ability to work independently; possess strong problem-solving skills, attention to detail and the ability to handle multiple tasks under pressure.
• Possess excellent proofreading, data management skills, strong interpersonal skills.
• Proven excellent written and oral communication skills and discretion in dealing with confidential material
• Ability to understand and support organizational goals, apply knowledge to achieve department goals.
• Proficient in Microsoft Office products, especially Excel and Word.
• Customer service and detail oriented; has a proactive approach.

 

PREFERRED

 

• Experience with Princeton University business applications, policies and procedures is preferred but not a requirement.
• Able to ask complex questions, respond effectively and thoroughly.
• Experience with Drupal.
• Possesses self-determination to identify solutions, make recommendations and sound decisions based on knowledge, analysis, experience and judgment.

 

 

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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