Research Administrative Assistant (Animal Facility)
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08544, Princeton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Research Resources, Administrative Assistant

Director Supervisor: Business Manager

Time Period: Full time 40 hours / week

Role Responsibilities:

Responsibilities include departmental and inter-departmental invoicing, account reconciliation, purchasing, and supply management. The position will place orders and service requests utilizing the PeopleSoft Financial System, purchasing card, and university online forms. Coordinates invoice processing with vendors and accounts payable and also processes invoices using vendor voucher forms. Also includes performing monthly purchasing reconciliation and procedures. This includes receiving purchase orders and reconciling invoice/order discrepancies. Prepares and uploads department billing data through the Departmental Charges System; prepares and submits reimbursement forms for staff using travel and reimbursement voucher forms

Administrative Support:

· Provide assistance to Business Manager

· Scanning and organizing census documents, vendor documents, credit card documents, and other business documents

· Assist with credit card assignments, documentation collection

· Obtain and organize invoices and other documentation from vendors

· Prepare financial documents such as deposits, interdepartmental invoices

· Assist with billing using excel

· Assist with documents for Elements implementation

· Exhibit a willingness to assume additional responsibilities and other duties as assigned.

· Date entry for billing, census, rate setting, and reports

· Other tasks and assignments as needed.

Performance Standards:

Follow up all tasks from beginning to completion. Use outlook to organize tasks and emails. Provide status updates to supervisors. Prioritize tasks according to deadlines from the business manager and departmental coordinator. Before placing orders, requests supervisor approval for all unusual and new vendor expenses. Be a team player and accept constructive criticism willingly and make corresponding changes. Keep a positive working relationship with staff. Exhibit a willingness to assume additional responsibilities; seek guidance from supervisor prior to beginning a new assignment.

Minimum Qualifications:

Ability to perform multiple tasks concurrently.

2. Ability to lift 30 lbs, ability to open packages, boxes, and materials, and move furniture for set-up of events and meetings,

3. Ability to walk a 1/2 mile a couple of times a day if needed (distance between PNI Building and parking lot)

4. Strong organizational, analytical and problem-solving skills and attention to detail

Ability to complete detailed assignments by assigned deadlines and to work in a fast-paced environment with minimal supervision.
Excellent interpersonal skills (oral and written).

7. Must have proficiency with technology and Word, Excel, Outlook and Adobe Acrobat.

8. Excellent customer service skills.

9. Requires initiative, sound judgment, and discretion with confidential data and the ability to prioritize.

10. Willingness to assume additional responsibilities and other duties as assigned.

11. Ability to follow up with tasks from beginning to completion.

12. At least one year of administrative experience in a multitasking environment.

Preferred Qualifications:

1) Administrative experience in a laboratory animal research department

2) Administrative experience in an academic or research environment.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour


Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Professional development assistance
Referral program
Retirement plan
Tuition reimbursement
Vision insurance


8 hour shift
Day shift
Monday to Friday

COVID-19 considerations:
All positions require the use of full Personal Protective Equipment (PPE) to be worn in order to perform daily job duties. Our staff practice social distancing protocols. Proof of full COVID-19 vaccination is required for university staff.


High school or equivalent (Required)


Administrative skills: 3 years (Preferred)
Microsoft Office: 3 years (Preferred)
Organizational skills: 3 years (Preferred)
Laboratory: 1 year (Preferred)
IACUC member: 1 year (Preferred)
Records management: 2 years (Preferred)


English (Required)


U.S. Driver's License (Preferred)

Work Location: One location

Health insurance