Faculty Assistant

US-NJ-Princeton

Job ID: 2024-19737
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Overview

The Department of Electrical and Computer Engineering seeks an energetic, detail orientated, Faculty Assistant to provide administrative support to at least twelve faculty members and their research groups, as well as process their travel and purchase expenses in compliance to Princeton University and government policies. The position reports to the Grants Manager and collaborates with other faculty assistants in the department.

Primary Responsibilities include:

• Administrative support to faculty and their research group - guide and orient new research staff and students with University policies and instructions on procedures and systems; support with events and catering needs; maintain meeting calendars and requests for some faculty; arrange meetings using doodle poll, conference calls and room reservation systems; arrange loaners phones/laptops for international travel; assist with faculty activities reporting; scanning and copying; update listserv

• Assist faculty in coursework - prepare coursework documentation and post on Canvas; assist with collection of homework and exams; distribute/collect textbooks

• Travel - make reservation for air, hotel and cars; coordinate itineraries; create and maintain spreadsheets for trips; ensure approvals for student expenses; track Learned Society travel

• Manage and process travel and expense reporting via the Concur system - ensure reporting is in compliance 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; follow-up on funds due to the university from host reimbursements, travel grants and personal expenses; update credit card information

• Conferences, seminars and symposiums - arrange venue, agenda, catering and dining reservations, work with Conference and Event Services when needed; posting of announcements on EE website; oversee registration; process guests travel and reimbursements; possible travel to off-site conference when needed

• Purchasing - assist ordering of equipment and supplies working via Market Place and EE Purchasing Office; create e-ship Global labels

• Financial - process cost transfer journals in Prime; reconcile holding account reconciliations and prepare journal entries;

• Facilities support - report incidents and facility issues to department manager and place facility work orders

• 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

• Work with other colleagues in the department as a team and provide coverage when possible

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
• Process 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