Administrative Assistant

Administrative Assistant

The department of Geosciences seeks an administrative assistant to provide full administrative support to eight to ten faculty members and their research groups. This individual will be responsible for duties such as managing the purchasing process for lab supplies and equipment; planning and organizing domestic and international travel and processing expense reports; shipment of inbound and outbound equipment and scientific samples; and general administrative support. A cover letter is required.

Responsibilities

Purchasing

• Procure equipment, supplies, and services required to meet the specialized research needs using purchase orders and purchasing cards
• Responsible for purchasing-related activities including requisition approvals within delegated threshold, processing of shopping carts, resolving match exceptions, and PO change requests.
• Independently advise and coordinate with faculty and staff regarding purchasing policies and procedures
• Onboard new suppliers, including international suppliers when necessary
• Correspond with suppliers to request quotes, confirm availability, and arrange for delivery
• Submit invoices for payment and resolve any issues
• Monthly review and monitoring of open PO encumbrances, ensuring procurement obligations are accurate and that POs are closed out on a timely basis.

Travel & Concur

Shipping

General Administrative Support

Qualifications

2 to 3 years minimum related experience.

Intermediate level proficiency with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. Working knowledge of Google Docs, Gmail, and other Google products is a plus.

Strong analytical and problem-solving skills, attention to detail, ability to take initiative and meet firm deadlines.

Excellent interpersonal and communication skills, work collaboratively as a part of a team, and function in demanding situations is essential.

Demonstrate the highest level of professionalism in welcoming and assisting all constituents.

Excellent organizational skills, the ability to work independently with a high level of accuracy and energy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.

Preferred Qualifications

Bachelors degree or equivalent

Familiarity with Princeton University's systems : Information Warehouse, PRIME, Concur, Canvas, EMS, Open Scholar.

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.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education / training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.