"Faculty Assistant"

Overview

The Department of Electrical and Computer Engineering seeks an energetic, detail orientated, Faculty Assistant to provide administrative support to at least twelve faculty members and their research groups, as well as process their travel and purchase expenses in compliance to PU and governmental policies. 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 zoom calls and make room reservations; serve as faculty's mobile phone administrator; assist with faculty activities; scanning and copying; update listservs.
• 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; create technical justifications/supply backup for expenses (agenda and how purchase/trip benefits the award).
• Travel assist faculty and their groups in making reservations for air, hotel and ground transportation; coordinate itineraries; create and maintain spreadsheets for trips; ensure approvals for student expenses; track Learned Society travel.
• Assist faculty in coursework - prepare coursework documentation upon request; assist with collection of homework and exams; submit textbook orders for courses.
• Conferences, seminars and symposiums - arrange venue, agenda, catering and dining reservations, work with ECE Event Coordinator and Conference and Event Services when needed; posting of announcements on ECE website; oversee registration; process guests travel and reimbursements; possible travel to off-site conference when needed.
• Coordinate the bi-annual CISS International conference. Over the course of 7 months in preparation for CISS, independently manage/make decisions on all logistics of a 3-day conference including paper submissions, talks, schedules, and banquets. Coordinate 6 concurrent sessions with up to 6 speakers each twice a day for 3 full days. Resolve all issues with immediacy and discretion before, during and after the conference; choose rooms/layouts, media needs/timing of events. Create printed program. Order catering. Point of contact for all presenters and participants. Recruit paper reviewers and chairs for the sessions. Determine and then set parameters in paper collection software. Create/maintain app and/or website for the conference. Lead training sessions for students serving as tech support. Coordinate with Conference Services; arrange catering and visitor's hotel, maintain website event information and registrations; manage conference budget and vendor contract details.
• Financials - process cost transfer journals in Prime; reconcile holding account reconciliations and prepare journal entries.
• 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.
• 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
• Demonstrate the highest level of professionalism in welcoming and assisting all constituents
• Discretion in handling confidential information
• High level of problem-solving skills and ability to multi-task
• Experience in event planning, or willingness to learn and develop those skills
• Excellent time-management skills.
• A great team player

Preferred Qualifications

• Experience with Concur
• Experience processing 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.