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Administrative AssistantUS-NJ-PrincetonJob ID: 2024-19422Type: Full-Time# of Openings: 1Category: Administrative SupportOverview

The Lewis-Sigler Institute (LSI) for Integrative Genomics - https://lsi.princeton.edu/ seeks a highly organized Administrative Assistant to provide a high level of administrative support to multiple LSI faculty members and their labs, serve as first point of contact for LSI visitors, and provide general administrative support in a busy research institute. This position directly reports to LSI’s Student and Communications Manager.

The successful candidate will have proven ability to develop and maintain a professional, collaborative, and high-spirited office environment. The position requires someone with solid and confident decision-making skills and outstanding judgment, high energy and enthusiasm, and the ability to function effectively and independently. It is essential for this position to be able to handle sensitive and confidential information with the utmost discretion and tact. In addition, the candidate must possess the ability to establish priorities, work with minimal supervision, work well under pressure, anticipate schedule demands, and meet deadlines.

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 - https://hr.princeton.edu/thrive/health#benefits.

Primary responsibilities include but are not limited to:

• * Assist multiple faculty members and their labs with administrative tasks including:
• *
  • Manage complex calendars, mail, email, and phone calls for multiple faculty members.
  • Arrange travel for faculty, their lab members, and visitors. Coordinate postdoc candidate and speaker visits. Create detailed travel itineraries that include all trip logistics.
  • Process reimbursements and travel vouchers for faculty, their labs, and visitors. Serve as expense delegate to support faculty and their lab members with Concur expense reports.
  • Assist faculty and lab members with academic and lab purchases.
  • Plan and schedule faculty/lab-related events including, but not limited to, Butler and other 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, and faculty research publications (including SciENcv and ORCID entries).
  • Manage the submission of confidential letters of recommendation.
  • Assist faculty members with managing course information in course management systems (including Canvas), and preparing course materials, photocopying course materials, and arranging meetings between students and faculty. Partner with libraries, request and download articles, publications and books.
  • Assist with the preparation of grant proposals and grant progress reports, update grant application tables with faculty and lab members' data.

• * Serve as LSI Receptionist and provide administrative support to LSI:
  • Serve as first point of contact for all LSI visitors, students, and distinguished guests.
  • Respond to all manner of inquiries in person, via phone, and email and provide accurate information. Direct visitors to the appropriate person, room, office.
  • Maintain Icahn building lobby bulletin boards, remove expired flyers.
  • Assist LSI’s Student and Communications Manager with periodic LSI website updates and other projects as needed.
  • Assist with LSI events and undertake special projects as needed in a busy research institute.

Essential qualifications:

• * Bachelor’s degree or commensurate experience within an administrative office setting.
• * At least 2-3 years of relevant experience in providing administrative support.
• * Strong commitment to excellent service with a positive, proactive approach and great attention to detail.
• * High level of proficiency with the MS Office Suite (Word, Excel, PowerPoint, Outlook), Google, Adobe Professional.
• * Excellent writing skills, suited to an academic environment.
• * Attention to detail and responsiveness to deadlines.
• * Excellent interpersonal and communication skills (both written and oral) required.
• * Ability to work independently and as part of a team.
• * Ability to communicate effectively and collaborate constructively with staff on and off campus including faculty, staff, students, other departments within the university, visitors to the department, and outside vendors.
• * Ability to exercise discretion in obtaining and providing factual and confidential information.

Preferred qualifications:

• * Experience working with faculty in a higher education environment.
• * Experience with Princeton University systems and software including Concur, PeopleSoft, Prime, ERA, Labor Accounting, Information Warehouse, and Canvas.
• * Experience with Princeton University policies and procedures.

The final candidate will be required to complete a background check successfully.

Princeton University is an Equal Opportunity/Affirmative Action Employer - https://rrr.princeton.edu/eop 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 - https://www.eeoc.gov/sites/default/files/2022-10/EEOCKnowYourRightsscreenreader10_20.pdf