Academic Assistant - School of Mathematics

Institute for Advanced Study•Princeton, NJ

13m•$52,000 - $56,000

About The Position

Position Summary The Academic Assistant is responsible for providing administrative assistance and clerical support to the School Administrative Officer, Faculty, Members, and Visitors. Essential Job Duties Faculty Support, Workshops, and Seminars (50%) Provides administrative assistance and clerical support for 3 permanent Faculty members Prepares letters of recommendation in LaTeX, tracks the deadlines, and issues reminders Organizes weekly seminars led by assigned Faculty Coordinates short-term visits for corresponding seminar speakers Coordinates short-term visits for Faculty collaborators Collaborates with the Program Manager to plan workshops and conferences for assigned Faculty Assists with monitoring deadlines and compiling data for Faculty grant reports Assists with monitoring deadlines and meeting specifications for journals and other publishers Member Support (30%) Drafts, sends, tracks, and files new Member offer letters Guides new Members through the onboarding process Turns over Member offices and submits facilities requests as necessary Schedules and facilitates Member check-in meetings Writes and sends annual funding and travel letters Coordinates short-term visits for approved Member collaborators Processes Member reimbursements Sends and answers questions about departure instructions. School Projects (10%) Coordinates named lecture series, including speaker logistics, publicity, and formal dinners Compiles data for annual grant reporting, including Participant Data and Post-Doctoral Tracking Administers the annual Salem Prize Completes monthly P3 updates for previous Members Updates and maintains spring and fall award nomination lists Processes 50% of the School’s ELP forms All Other Duties as Assigned by the Supervisor (10%)

Requirements

Bachelor’s degree
1 year in an administrative role
Strong written and verbal communication skills
Excellent interpersonal skills, as well as the ability to work cooperatively in a team environment
Ability to maintain confidentiality
Proficiency in standard office software, including Google Sheets and Microsoft Word
Ability to type at least 40 words per minute
Knowledge of or ability to learn Drupal
Knowledge of or ability to learn LaTeX

Responsibilities

Provides administrative assistance and clerical support for 3 permanent Faculty members
Prepares letters of recommendation in LaTeX, tracks the deadlines, and issues reminders
Organizes weekly seminars led by assigned Faculty
Coordinates short-term visits for corresponding seminar speakers
Coordinates short-term visits for Faculty collaborators
Collaborates with the Program Manager to plan workshops and conferences for assigned Faculty
Assists with monitoring deadlines and compiling data for Faculty grant reports
Assists with monitoring deadlines and meeting specifications for journals and other publishers
Drafts, sends, tracks, and files new Member offer letters
Guides new Members through the onboarding process
Turns over Member offices and submits facilities requests as necessary
Schedules and facilitates Member check-in meetings
Writes and sends annual funding and travel letters
Coordinates short-term visits for approved Member collaborators
Processes Member reimbursements
Sends and answers questions about departure instructions.
Coordinates named lecture series, including speaker logistics, publicity, and formal dinners
Compiles data for annual grant reporting, including Participant Data and Post-Doctoral Tracking
Administers the annual Salem Prize
Completes monthly P3 updates for previous Members
Updates and maintains spring and fall award nomination lists
Processes 50% of the School’s ELP forms
All Other Duties as Assigned by the Supervisor