Princeton University
Location
Princeton, NJ | United States
Job description
Administrative Coordinator
US-NJ-Princeton
Job ID: 2024-18559
Type: Full-Time
# of Openings: 1
Category: Administrative Support
Princeton University
Overview
The administrative coordinator plays a pivotal role as the front-office administrator for a large, multi-institutional NASA heliophysics research mission led by a Principal Investigator (PI) in the Space Physics Group of the Department of Astrophysical Sciences. The administrative coordinator provides executive level support to the PI, Program Manager (PM), and Operations Manager (OM) of the NASA mission, and reports to the Manager of Finance & Administration of the Space Physics Group.
The Space Physics Group conceives, designs, develops, calibrates, and flies cutting-edge space instrumentation on NASA missions. The on-site Space Physics Lab is a space instrument laboratory as well as a teaching laboratory for undergraduate and graduate students. Weâ™re looking for a highly organized person who can work with a high degree of independence to complete a variety of administrative tasks for this vibrant group of researchers, engineers, technicians, and administrators. This is an opportunity to play an important role in supporting the science and operations of NASA-funded research missions.
Administrative, editorial, and event support (40%):
Provide administrative management and editorial support for the compilation of the official book for a NASA science mission with book chapters that will be authored by approximately ten internationally renowned scientists. Provide timely and accurate status reporting updates to the PI, which will require developing and maintaining a tracking system (in Excel or Microsoft Project). Provide front-office and executive level support to the PI, PM, and OM of the NASA mission, by serving as the first point-of-contact for external and internal inquiries to the PI Office. Effectively prioritize and route a high volume of requests and tasks. Support science or technical working groups, including drafting and proofreading documents and assisting with the planning and logistics for on-site or off-site meetings.
Operational support for NASA flight hardware (40%):
Operationalize the custom-developed traveler system to provide NASA-specific documentation for all aspects of the flight hardware build. This involves being present in the lab during key operations, managing the workflow, and ensuring all approvals are obtained from technicians and researchers. Utilize and maintain a customized electronic system that tracks the purchase and storage of specialized parts. Scan documents and organize electronic files according to an established filing system that requires review of multi-page technical certifications to properly file documents as either engineering model or flight model. Support the OM and PM with mission-wide correspondence, assist with preparations for technical meetings, and maintain files of key decisions.
Purchasing and other office support (20%):
Complete purchases and properly receive laboratory and research supplies in accordance with specifications and documentation required by NASA contracts. Maintain customized spreadsheets.
Maintain excellent business relationships with purchasing partners across campus and external vendors, track time-sensitive, high-value custom purchases, and proactively resolve any potential issues with key vendors. Complete other tasks to the specifications required to meet NASA requirements as assigned by the PI, PM, or OM. Attend directly relevant trainings, and keep up-to date on policies and procedures to be able to complete work independently and in compliance with University policy and sponsor requirements.Essential
⢠A minimum of a high school diploma and 1- 3 years of relevant experience
⢠Proficient with Microsoft Office suite applications such as Word and Excel, as well as the desire and ability to learn other electronic information systems used for data entry and reporting
⢠Prior experience that demonstrates attention to detail and organizational skills
⢠Excellent interpersonal skills and ability to communicate effectively with faculty, researchers, staff, students, and external collaborators and business partners
⢠Demonstrated ability to take initiative, be flexible and thrive in a fast-paced environment
Preferred
⢠Knowledge of Princeton University systems
⢠Prior experience working for the federal government or federally-funded projects
⢠Bachelor's degree or equivalent
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
PI237057944
About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.
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