Academic Assistant

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Position Duties and Responsibilities:

Provide academic and administrative support to faculty members

  • Type mathematical papers and presentations using LaTeX and other software. 
  • Prepare letters of recommendation in LaTeX, track deadlines, and issue reminders.
  • Make travel arrangements, create itineraries, and process travel reimbursements.
  • Maintain calendars for meetings, travel, and events.
  • Create and maintain websites using Drupal.
  • Assist with monitoring deadlines and compiling data for faculty grant reports.
  • Assist with monitoring deadlines and meeting specifications for journals and other publishers.
  • Collaborate with the Program Manager to plan conferences for assigned faculty.
  • Distribute mail and restock coffee and office supplies as scheduled. 

Coordinate weekly seminars and named lecture series

  • Work with faculty and organizers to schedule and publicize short post-doctoral talks, weekly seminars, and named lecture series.
  • Request and keep track of speakers’ titles and abstracts.
  • Send email announcements for each seminar, lecture, and post-doc talk series.
  • Manage catering proposals and dinner reservations for select seminars and lectures.
  • Coordinate logistics and support services for the Morse, Weyl, and Adler Lecturers, including invitation letters, housing reservations, and payments.

Complete other duties as assigned 

Skills and Abilities:

  • Required:
    • Strong interpersonal skills and ability to work productively as a team member
    • Excellent organization and time-management skills
    • Ability to multi-task and adhere to internal and external deadlines
    • Strong written and verbal communication skills
    • Self-motivation and timely follow-up skills
    • Ability to use Microsoft Word, Excel, Publisher, and PowerPoint, and other software for desktop publishing and data management
    • Ability to handle sensitive information with confidentiality and discretion
    • Ability to use or learn to use TeX, LaTeX, and AMSTeX
    • Ability to use or learn to use Drupal
  • Preferred:
    • Ability to read and write in French 

  Education and Experience:

  • Required:
    • Bachelor's degree
  • Preferred:
    • 3 – 5 years of administrative experience
    • 3 – 5 years of experience in higher education
    • Experience using TeX, LaTeX, or AMSTeX 

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.

We offer a competitive salary and benefits package, which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program. 

Location: Princeton, NJ
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