Location
Princeton, NJ | United States
Job description
The Lewis-Sigler Institute for Integrative Genomics (LSI) seeks a highly motivated, resourceful, dependable, and experienced professional to serve as Administrative Assistant to the Director of the Lewis-Sigler Institute. The Administrative Assistant will provide proactive, responsive, and effective executive-level administrative support to the Institute's Director and Assistant Director, and multiple faculty members and their labs in the Institute.
Responsibilities include a wide range of academic and administrative duties in a deadline-oriented environment with competing demands. The position requires strong organizational, communication, and process management skills combined with outstanding judgment, high energy and enthusiasm, and the ability to function effectively and independently to meet deadlines. The successful candidate will be able to manage and prioritize multiple, simultaneous projects and tasks and be flexible as demands and priorities change. The Administrative Assistant must interact effectively with individuals at all levels within and outside the University and possess the judgment and discretion necessary to be entrusted with highly confidential information.
Review of applications will begin immediately. The position will start as soon as possible. This position offers a competitive salary plus a comprehensive suite of benefits including health , retirement , and life insurance .
Primary responsibilities include but are not limited to:
Support Institute Director and Assistant Director:
- Provide high level administrative support for both positions, including but not limited to scheduling, travel, managing calendars, course support, and maintenance of highly confidential Institute files.
- Maintain individual travel and expense credit card transactions and reconcile Director and Assistant Director expenses using Concur.
- Draft correspondence and replies as appropriate to inquiries on behalf of the Director and Assistant Director.
- Manage complex schedules and prepare materials for meetings and follow-up documents to assist leadership in accomplishing objectives, deadlines, and commitments.
- Ensure deadlines are met for central offices, affiliated departments, and external partners.
- Handle sensitive and confidential information with the utmost discretion and tact.
- Recommend and document efficiencies for departmental procedures.
- Manage Institute special events and retreat logistics.
- Manage faculty candidate visits including their schedules, presentations, meetings, travel arrangements and reimbursements.
Assist multiple faculty members (including Institute Director) and their labs with administrative tasks including :
- Manage calendars, email, mail, and phone calls for multiple faculty members.
- Arrange travel for faculty and their lab groups and coordinate visits.
- Process reimbursements and travel vouchers for faculty, lab members/research staff, and visitors.
- Assist lab members with purchases for the lab as needed.
- Plan and schedule faculty/lab-related events including, but not limited to, QCB Seminar Series, Butler Seminar Series, weekly lab meetings and lab social events including FPO/PhD defense celebrations.
- Monitor and update faculty and lab websites: add new lab members, update publications, news, etc.
- Maintain faculty CVs and bio-sketches.
Proof and edit correspondence, letters of reference, proposals, faculty research publications (including entries in to SciENcv and ORCID).
- Assist faculty members in managing course information in course management system, Canvas, and preparing course materials.
Assist in the preparation of grant proposals and grant progress reports, update grant application tables with their faculty's lab members' data.
Undertake special projects as needed in a busy research Institute .
E ssential qualifications :
- Bachelor's degree or commensurate experience within a university administrative office setting.
- Six+ years of high-level administrative support experience.
- High level of proficiency with desktop computing tools such as Outlook, Word, Excel, PowerPoint, and with system applications including PeopleSoft and Concur.
- Experience supporting a senior-level administrator, preferably in a higher education setting.
- Demonstrated ability to handle multiple assignments and respond quickly to changing needs and priorities.
- Proficiency with both strategic thinking and planning with tactical implementation and execution.
- Excellent written and oral communication skills. Excellent interpersonal skills and the highest level of professional judgment, discretion, confidentiality, and tact.
- Strong work ethic; commitment to completing work on a timely basis and at the highest level of accuracy and quality in matters of scheduling, proofreading, document processing, and relaying messages.
- Ability to take initiative and work independently.
- Ability to set priorities and balance multiple demands with grace and good humor.
- Excellent analytical, problem-solving, and data-gathering skills.
Preferred qualifications :
- Knowledge of Princeton University and Princeton's administrative structure.
- Experience in higher education or not-for-profit environments.
- Experience with Princeton University business applications (e.g., Concur, Prime Financials, and Peoplesoft).
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
#LI-ZY1
Job tags
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