Administrative Coordinator in Princeton, New Jersey at Princeton University

Job Type Full-Time

Overview

The Administrative Coordinator (AC) reports to the directors of the Princeton Quantum Initiative (PQI) and supports the administration of PQI as it prepares for its rapid growth and move to a new building with the eventual goal of its establishment as an institute. Reporting to the Executive Director, this role will provide admninistrative support to the directors of PQI and support all tasks related to faculty searches, the PQI postdoctoral program, and other events (in tandem with the GPA), and other duties as required. The AC will also assist with the preparation of PQI reports and presentations for internal and external reviews.

PQI has been approved to offer an undergraduate minor. As this evolves, the AC will assist with the minor program which involves researching requirements, drafting and submitting proposal documentation, liaising with PQI faculty regarding requirements and possible application process. The AC will liaise with interested students and oversee the launch of the program.

In addition to the PQI support, this role will continue to serve as a faculty assistant to the Yazdani lab. Tasks include, but are not limited to: providing logistical support; assisting with preparing/managing research budgets (tracking expenditures and projections; assisting in grant preparation and reporting); writing and editing reports, letters, and other materials; providing administrative support and oversight for travel, including planning complex multidestination foreign travel and the submission of vouchers and reimbursements; assisting in the hiring process for new researchers; organizing/maintaining electronic and paper files, and records and websites for research group; organizing conferences, including negotiating with hotels, lodging, online registration, and organizing catering.

Responsibilities

Actively and autonomously assist directors' efforts in administration of PQI including: advertising and coordinating faculty search process (managing all logistics and administrative planning for recruitment) advertising and coordinating the postdoctoral program process (managing all logistics and administrative planning for recruitment) establishing the PQI minor program, including proposal documents, liaising with PQI faculty and the Office of the Dean of the College.

Submitting all eForms (new hires, additional pay, terminations); and Interfolio (reappts, promos) regarding PQI appointed personnel. Managing the annual review process for research staff. Coordinate all efforts with PQI staff (GPA) for the annual PQI retreat. Assist with events and liaising with the PQI GPA as well as staff in PHY, ECE, and other campus partners. Provide support for external guests (speakers, visitors) including arranging travel and processing reimbursements. Collaborate with term/temp support for events in PQI.

In conjunction with the Grants Team, serving as a liaison between the Grants Team and the Co-Director Yazdani to support the fiscal and administrative management of a complex research portfolio. Responsibilities include assisting with the management and preparation of monthly research budgets for approximately 18 active grants with an annual operating budget of approximately $1.5 million. Duties include monitoring and authorizing expenditures, estimating revenues, projecting expenses, and maintaining accurate budget and financial records.

Coordinate the administration of equipment purchases exceeding $1.35 million, including gathering vendor quotes, maintaining documentation for fabricated equipment and rebudget requests, and coordinating requisitions, purchase orders, encumbrances, and payments. The incumbent will provide recommendations to the PI regarding budget planning, equipment purchases, and personnel hiring projections. Additional responsibilities include tracking helium usage and expenses, allocating charges to the appropriate research grants, and collaborating with the Grants Manager, administration, and PI regarding helium policy and billing processes.

Also assist with the administration of the PHY 115 course (two sections) when taught by Professor Yazdani, including managing the Canvas online course platform.

Assist with submission of vouchers, reimbursements, organize group travel for the lab to attend conferences, organize/maintain electronic and paper files and records. Help maintain Yazdani website.

Qualifications

Essential:

Excellent written and verbal communication skills

Strong interpersonal skills including the ability to collaborate constructively across multiple units

Demonstrated ability to make independent decisions based on established policies and procedures

Ability to manage multiple priorities in a fast paced, changing environment

Ability to creatively solve problems and formulate/implement process improvements

Leader: ability to manage and motivate; promote open and honest communication; good listener; ability to use good judgment and discretion where confidential matters are concerned

Fluency in Microsoft and Google suites

Preferred:

Experience with Princeton University systems such as Concur, Prime, ERA commons

Experience working in a complex, experimental lab environment

Princeton University is an Equal Opportunity 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.

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.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

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

Standard Weekly Hours
36.25

Eligible for Overtime
No

Benefits Eligible
Yes

Probationary Period
180 days

Essential Services Personnel (see policy for detail)
No

Physical Capacity Exam Required
No

Valid Drivers License Required
No

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Salary Range
$70,000 to $82,000