Assistant Finance & Building Operations Manager

Overview

Reporting to the Manager of Financial Operations, this role will be the primary purchaser for the Omenn-Darling Bioengineering Institute (ODBI) operations as well as the primary approver for all institute laboratory expenses. The Assistant Finance & Building Operations Manager will provide pre and post award grant support to faculty as well as serve as the recharge center coordinator for three state-of-the-art shared facilities. In addition, this position will provide building related support and provide financial and administrative support to five ODBI faculty members and their laboratories.

Responsibilities

Institute Grants & Finances:

• Grant proposal preparation and submission through Princeton and extramural sponsoring systems.
• Serve as institute purchasing coordinator for day-to-day institute operations, including but not limited to ODBI’s 3 shared facilities, shared equipment rooms, institute supported postdocs, graduate students, and summer undergraduate programs.
• Maintain capital equipment records.
• Work with the Office of Finance & Treasury to troubleshoot and follow-up on financial related issues and requests.
• Serve as a resource for faculty, students, researchers and staff on policy and procedural inquiries related to financial activities.
• Prepare and process journal entries and non-PO payments
• Populate & review monthly individual faculty projections to ensure proper stewardship of their funds.
• Monitor monthly spending and end dates on grants.
• Attend all relevant training to remain current with university policies, procedures and financial systems.
• Reconciliation of monthly grant and departmental funds; review for accuracy and compliance with policies; process corrections as needed.

Re-charge Center (Shared Facilities)

• Reconcile monthly usage for three shared facilities, inclusive of individual equipment usage, in accordance with established rates.
• Provide individual support to three facility directors.
• Estimate usage and costs.
• Review and assist with rate development.
• Work closely with Manager of Financial Operations to prepare annual rate proposal submissions to Finance and Treasury.
• Ensure compliance with financial and regulatory requirements.

Building Operations:

• Serve as main point of contact for ODBI relating to building access, security, and work orders.
• Coordinate deliveries with vendors/shipping companies and equipment maintenance with service contractors.
• Communicate with University Services and Venue Services in the new building.
• Act as the telephone and resource recovery coordinator.
• Report and follow-up on service requests and building issues.
• Monitor Lab and Bio Safety training for all researchers and students.
• Attend all relevant trainings and meetings.

Faculty/Laboratory Administration: 

• Assist five faculty and their lab groups with administrative tasks including, but not limited to course-related items, calendar scheduling and travel arrangements.
• Support and guide labs through the capital equipment purchasing process.
• Process all cash and check deposits for departmental or faculty related activity.
• Process invoices and travel reimbursement requests.
• Maintain and reconcile monthly travel and expense credit cards.
• Purchasing and receiving of lab and office supplies for five research labs.
• Provide backup assistance to other support staff in the department.
• Track and maintain records for assigned lab personnel appointments.

Qualifications

Minimum Qualifications:

• Must have extensive financial and research administration expertise.
• Bachelor's degree with minimum of 3-7 years accounting, business and research administration experience.
• Working knowledge of federal regulations regarding fiscal management of federal funds.
• Excellent organizational and interpersonal skills.
• Excellent written and verbal communications skills.
• Ability to exercise independent judgment to plan and prioritize diverse workload.
• Ability to creatively solve problems and formulate/implement process improvements.
• Excellent information and data gathering skills.
• Ability to act as advocate for faculty, proactively investigating and navigating University business expense and research administration procedures and processes.
• Ability to manage multiple priorities in a fast paced, often changing environment.
• Ability to take initiative, self-motivate and function autonomously.
• Able to handle frequent deadlines. 
• Able to handle working in a large department with a large number of faculty, postdocs, graduate students, and staff. Able to juggle many questions at the same time, while maintaining reasonable response time.
• Must maintain strict confidentiality of salary and other financial information.
• Ability to function effectively in a team-based environment.
• Strong computer skills: experience with Microsoft Office Suite software, excellent skills in MS Word, proficient in Excel, and Outlook.

Preferred Qualifications:

• Experience with University Systems and Software including PeopleSoft, Prime, Concur, Princeton ERA, Labor Accounting and with various portfolios within the Information Warehouse.
• Familiarity with University resources (Dean's Offices, Provost's Office, Treasurer's Office, OIT).
• Familiarity with Princeton's administrative procedures and 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. KNOW YOUR RIGHTS

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level