PREP Administrator, Institute for Soft Matter Synthesis and Metrology - Georgetown University

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Requirements

PREP Administrator,  Institute for Soft Matter Synthesis and Metrology - Georgetown University

Job Overview

This PREP Administrator performs numerous tasks associated with a Cooperative Agreement between the National Institute of Standards and Technology (NIST) and Georgetown University. The project is for 5 years (until 31 March 2028) and is anticipated to employ more than 100 researchers to collaborate and work at NIST, in different areas of science and technology.

Researchers include undergraduate and graduate students, graduates with Bachelor and Master degrees, post-doctoral researchers, and more senior scientists. They will work for periods ranging from a few months to a few years, depending on the nature of the project.

The PREP Administrator works under the overall supervision of the PREP Coordinator - and at a day-to-day level, in close cooperation and under the guidance of the PREP Program Manager

Work Interactions

The PREP program is hosted in the Institute for Soft Matter Synthesis and Metrology (ISMSM) and the administrative offices are currently based in Reiss Hall within the Department of Physics. 

The PREP Administrator handles numerous administrative aspects of the project, including but not limited maintaining and improving templates, information sheets, and mailing lists; processing advertisements and applications for new positions; maintaining databases relevant to PREP appointees; administering the hiring process for all new PREP employees, including collection and filling of forms; and running journal transfers as necessary.

Reporting to the PREP Program Coordinator, under the guidance of the PREP Program Manager,  the PREP Administrator interacts with ISMSM and Physics administrators regarding financial accounting and hiring; and with campus offices such as the Office of Sponsored Research (grant management), Sponsored Projects and Finance Office (accounting), the Provost’s Office (hiring and communication), and Georgetown College (hiring and communication). As well, they interact with PREP Appointees to provide information and advice about administrative matters.

• For hiring and renewal tasks, completing HR forms and the HR process with the relevant offices, collect hiring information from PREP Appointees, maintaining and distributing information sheets to PREP Appointees.
• Communicating with PREP Appointees to advise on questions about Expenses, Paychecks, and Hiring
• Arranging for journal transactions between accounts as needed
• Maintaining up-to-date mailing lists, and databases or spreadsheets of PREP Appointee information for use by various GU or NIST staff
• Calculating cost estimates at the direction of the Program Manager, and maintaining the financial database needed for reports
• Preparing reports or other summaries at the direction of the Program Manager or the Program Coordinator
• Maintaining IDPs and distributing them to PREP employees as necessary
• Gathering demographics, lists of research outputs, and post-Georgetown employment destinations from PREP appointees

Requirements and Qualifications

• Bachelor’s degree
• 2 to 4 years of administrative experience
• Working knowledge of Acrobat, MS Office Suite (Excel, Word, PowerPoint), and an ability to master new computer protocols as required
• Website administration experience
• Demonstrated communication skills, including written, email/electronic, and interpersonal

Preferred qualifications

• Attention to detail
• The ability to prioritize and meet deadlines
• Experience in administration in higher education, large non-profit, and or large corporate organizations
• Experience in financial administration such as expense reports, managing budget sheets, running reports on institutional accounting software
• Experience in human resources administration (hiring forms, visa applications)
• Experience in interacting with different administrative sectors within an organization - such as offices of accounting, human resources, communications, marketing and advert