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Administrative Assistant

Job Description


PNI is searching for an Administrative Assistant to provide high-level administrative support for Institute Professor Sam Wang. Responsibilities include a wide range of fiscal, academic, and administrative duties in a dynamic, deadline-oriented environment with competing demands and utilizing superior organizational skills to be able to manage and prioritize multiple, simultaneous projects and tasks. The Administrative Assistant will demonstrate a high degree of professionalism, use sound judgment, maintain confidentiality, and be flexible as demands and priorities change.
This position is responsible for a wide range of duties assisting Prof. Wang with management of his neuroscience laboratory needs and personnel, and extending to a second major project, scholarship in the area of elections and democracy. It provides an excellent opportunity for a candidate to make important contributions to the research mission of Prof. Wang’s neuroscience laboratory as well as to the improvement of U.S. democracy.

 

This is a 2-year term position with the possibility of extension dependent upon continued funding and job performance.

 

The Princeton Neuroscience Institute (PNI) is a premiere research institute within Princeton University’s campus, dedicated to solving problems at the forefront of neuroscience. Faculty members, research staff, postdoctoral fellows, and graduate students work together in a collaborative and creative environment, reflecting Princeton’s reputation for excellence.

 

 



Neuroscience and Election Research Management
-- purchasing for Prof. Wang’s election scholarship and neuroscience laboratory using PeopleSoft Financials, Prime Marketplace, as well as processing invoices and other billing, handling FedEx and UPS shipping of lab materials between external labs and vendors using eShipGlobal shipping system.
-- accounting and budgeting for lab and election scholarship.
-- organize Prof. Wang’s travel to democracy and neuroscience conferences by making arrangements as needed, working with requests and the University travel agent, and completing travel reimbursements.
-- reconcile T&E expenses, and manage outside reimbursements with other Universities and other organizations; also prepare and submit Concur reports for Prof. Wang, and act as approver for lab personnel Concur reports.
-- create materials for various events including flyers, brochures, and templates; process visitor reimbursements and honorariums; and provide assistance as needed with other Institute and University events.
-- manage room reservations, using the University’s EMS room management software.
-- assist with teaching duties by copying exams, and posting readings and assignments in Canvas.
-- managing Prof. Wang's calendar, correspondence, confidential submission of recommendation letters, and responding to inquiries (reviewing, prioritizing, and responding to emails and phone calls).

 

Communications and Events
-- website editing and management for synapse.princeton.edu, election.princeton.edu, gerrymander.princeton.edu, and other content.
-- manage event planning for Prof. Wang 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 such as the Center for Statistics and Machine Learning and other units.
-- assist and/or develop communication and graphic design materials for the office and various events.
-- library assistance and other academic research for preparation of a book on electoral science, and supervision of casual hourlies for this task.
-- organize documents and records in preparation for meetings including note taking at meetings and draft project reports.

 

Office Administration
-- human resources functions for posting and screening research positions.
-- serve as subject matter expert on University policies and systems, and provide relevant training to staff.
-- provide assistance in budget planning, grants, and other projects as needed.
-- ensure departmental compliance with University financial policies and systems.
-- other duties as assigned and acts as principal liaison between Prof. Wang and PNI and administrative staff in other units such as CSML and other departments, and University offices; as well as support between a team of faculty assistants.

 



Essential Qualifications

--Bachelor's or equivalent or degree
-- 3+ years related experience with proven office administration experience.
-- solid working knowledge of office processes and systems, and of related computer software and communications tools; open to embracing new technology as University systems update and change.
-- proven interpersonal and communication skills with experience providing complex administrative support, 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.
-- inter-personal skills that are reflected in a professional manner and the ability to work collaboratively
-- excellent written and verbal communication skills.
-- time-management skill, attention to detail with strong emphasis on accuracy.

 

Preferred Qualifications

--Knowledge of Princeton University’s financial and purchasing systems, including PeopleSoft Financials, Prime, Concur, and EMS
--Proficiency with Microsoft applications, Google Suite, Outlook, Slack, and WordPress
--Knowledge of pre-award grant preparation for NIH and for private foundations.

 

This position is subject to the University's background check policy.

 

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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