Administrative and Communications Assistant - Princeton University

The Lewis-Sigler Institute (LSI) for Integrative Genomics seeks a highly organized Administrative and Communications Assistant. Under the direction of the Student and Communications Manager, to whom this position directly reports, the Administrative and Communications Assistant will provide a high level of administrative support to multiple LSI faculty members and their labs, provide communications-related administrative support to LSI’s Student and Communications Manager, and serve as first point of contact for LSI visitors and manage the Event Management System (EMS). 

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.

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.

  • 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 as needed.

  • 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 in managing course information in course management system, Canvas, and preparing course materials.

  • 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 Room Reservationist:

  • 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.

  • Manage room reservations for LSI via the Event Management System (EMS), route requests to others for review and approval as needed. Manage reservations for internal LSI meeting rooms and approve/deny incoming room reservation requests daily through the EMS system. Assist LSI faculty, staff, and graduate students with room scheduling. Communicate and troubleshoot system issues with the EMS team.

  • Assist with event management in the LSI.

  • Undertake special projects as needed in a busy research institute.

• Provide LSI’s Student and Communications Manager with communications-related administrative support:

  • Work with LSI’s Student and Communications Manager to create and maintain social media presence for the LSI; upload social media posts and stories with regularity; monitor engagement and respond as appropriate to comments and queries.

  • Work with LSI’s Student and Communications Manager and Printing & Mailing to design and print LSI and graduate program informational handouts.

  • Monitor and update all LSI event announcements on LSI’s website.

  • Maintain all LSI listservs and digital mailing lists, ensuring they are up-to-date and accurate.

  • Maintain Icahn building lobby bulletin boards, remove expired flyers.

  • Assist with other communications projects as needed.

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), web page management, Google, Drupal and Adobe Professional.
• Ability to manage social media on Instagram, Facebook, etc.
• 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 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