Academic Assistant - School of Mathematics

Position Summary                                          

The Academic Assistant is responsible for providing administrative assistance and clerical support to the School Administrative Officer, Faculty, Members, and Visitors.

Position Duties and Responsibilities

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 lead 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, post-doctoral tracking, and 3-/10-year surveys.
• Administers the Salem Prize.

All Other Duties as Assigned by the Supervisor (10%)

Skills and Abilities

• 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

Education, Experience and Knowledge

• Minimum Education Required:  Bachelor's degree
• Minimum Experience Required: 3 years, preferably in an administrative role

The Institute for Advanced Study retains the right to change or assign other duties to this position.

The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants.  We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization.   As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion.