Position Title:

Priority One Services; Princeton (NJ); On-site; USD 55,000 - 75,000; Full time

Job summary

Research Resources – LAR Business Office in Princeton, NJ seeks a Department Coordinator to support administrative and financial functions across invoicing, census data, and vendor communications.

The role reports to the LAR Business Manager and involves maintaining financial records, managing contracts, and ensuring compliance with university policies while assisting staff and management on various projects.

Qualifications

• Bachelor’s degree in Business Administration, Finance, or related field.
• 3–5 years of experience in a similar role, preferably in an academic or research setting.
• Proficiency with Word, Excel, and PowerPoint; ability to learn new software.
• Ability to perform multiple tasks concurrently.
• Strong organizational, analytical, and problem‑solving skills with attention to detail.
• Excellent interpersonal and customer service skills.
• Initiative, sound judgment, and discretion with confidential data.
• Willingness to assume additional responsibilities and other duties as assigned.
• Ability to lift 30 lbs and assist with events/setup.

Responsibilities

• Coordinate census data accuracy and report on financials, revenue, and expenses.
• Manage communications with vendors and maintain vendor relationships.
• Administer the monthly invoicing process; resolve billing discrepancies and ensure timely payments.
• Handle purchase order requisitions and approval of larger invoices.
• Provide training and support to staff on financial procedures and EMS system usage.
• Prepare and present regular financial and procurement reports.

Skills

Organization

Analytical skills

Attention to detail

Interpersonal skills

Customer service

Multitasking

Communication

Discretion

Initiative

Project coordination

Education

Bachelor’s degree in Business Administration

Related field (Finance/others)

Tools

Microsoft Office

EMS systems

Job description

Department Coordinator – Animal Research Facility

Department:

Research Resources – LAR Business Office

Reports To:

LAR Business Manager

Position Summary:

The Office of Research Resources is seeking a departmental coordinator to support our mission, customers, and staff. The Department Coordinator in the Research Resources Department is responsible for supporting various administrative and financial functions. This role involves coordinating invoicing, resolving billing discrepancies, managing census data, analyzing data, and maintaining financial records. The coordinator will also oversee communications with vendors, manage preventative maintenance contracts, handle purchase order requisitions, and approve larger invoices. The position will directly report to the Business Manager and work on various tasks assigned by the management team.

Department Support

The coordinator will manage census data, ensuring its accuracy and completeness. This includes verifying and managing data, as well as reporting on financials, revenue, and expenses. They will also maintain up-to-date PI protocol information and serve as the point of contact for vendors, managing communications and maintaining positive relationships. Additionally, the coordinator will oversee preventative maintenance contracts to ensure timely and efficient service.

Financial Administration

The coordinator will administer the monthly invoicing process, resolve billing discrepancies, and ensure timely payment of invoices. They will maintain accurate financial records, including procurement, orders, and billing details, and analyze financial data to support budgeting and financial planning as well as monthly invoicing. The role also involves handling purchase order requisitions and approving larger invoices in accordance with departmental policies.

Other Administrative Duties

The coordinator will ensure compliance with university policies and industry standards for data retention and financial management. They will prepare and present regular reports on financial status, procurement activities, and other relevant metrics. Additionally, the coordinator will provide training and support to staff on financial procedures and the use of the EMS system, and assist with the coordination of departmental projects, ensuring they are completed on time and within budget.

Performance Standards

Follow up all tasks from beginning to completion. Use Outlook, TEAMS, and other organizational tools to organize tasks and emails. Purchase order, invoice payment coordination, reimbursements, receiving, and purchasing card procedures are completed accurately and in a timely manner. Assigned responsibilities are performed in accordance with established deadlines and university policies. Provide status updates to supervisors, investigators, and staff. Prioritize financial tasks according to deadlines from the business manager. Exhibits a willingness to assume additional responsibilities and increase knowledge, skills, and abilities; seek guidance from supervisor prior to beginning a new assignment if needed.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Finance, or a related field.
• Minimum of 3-5 years of experience in a similar role, preferably within an academic or research setting.
• Must have a high level of proficiency with technology and the Microsoft Office suite applications including Word, Excel, and PowerPoint. Also, ability to learn new software applications as needed.
• Ability to perform multiple tasks concurrently.
• 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).
• Excellent customer service skills.
• Requires initiative, sound judgment, and discretion with confidential data and the ability to prioritize.
• Willingness to assume additional responsibilities and other duties as assigned.
• Ability to follow up with tasks from beginning to completion.
• Ability to lift 30 lbs, ability to open packages and materials, and move furniture for set-up of events and meetings.

Preferred Qualifications

• Experience with EMS systems and knowledge of animal research protocols.
• Strong organizational, analytical, and communication skills. Intermediate to advanced Proficiency in financial software and Microsoft Office Suite.
• Experience in an academic or research environment.
• Familiarity with university policies and compliance requirements.