Faculty Assistant

Overview

The Department of Electrical and Computer Engineering seeks an energetic, adaptive, detail orientated Faculty Assistant to provide administrative support to about twelve faculty members and their research groups, as well as process their travel and purchase expenses in compliance to Princeton University and governmental policies.  The Faculty Assistant provides customized purchasing support for three highly active faculty members of the twelve assigned, making sure the purchases are in line with sponsored research budgets, regulations, and requirements. The position reports to the Grants Manager and collaborates with other faculty assistants in the department. 

Responsibilities

• 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 - order equipment and supplies through the MarketPlace, as well as vendor websites; onboard new suppliers (foreign and domestic); maintain a shared document tracking the procurement process (ordering, shipping, receiving) with the research groups and PI; collaborate closely with grants manager to ensure purchases align with individual grant budgets and available funds; create e-ship Global labels.
• Financials - process cost transfer journals in Prime; reconcile holding accounts and prepare journal entries; manage faculty purchasing cards in Concur including uploading backup and allocating expenses appropriately.
• 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; assist with reconciling grants each month.
• Work with other colleagues in the department as a team and provide coverage when possible.

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, including the ability to repeatedly pivot between tasks
• Ability to work independently as well as in a team; taking overall guidance and applying to different scenarios as appropriate
• Demonstrate the highest level of professionalism in welcoming and assisting all constituents
• Discretion in handling confidential information
• A great team player and collaborator

Preferred Qualifications

• Experience with Concur
• Experience with Princeton Procurement system
• Process expense reports and compliance with governmental and internal policies

Princeton University is an Equal Opportunity 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

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level

Salary Range