Academic Assistant School of Math

Princeton, NJ

JOB TITLE:               Academic Assistant                 

DEPARTMENT:        School of Mathematics

REPORTS TO:          School Administrative Officer             

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 (40%)

  • Provides administrative assistance and clerical support to faculty members.
  • Makes travel arrangements, creates itineraries, and processes reimbursements upon return.
  • Maintains and updates calendars.
  • Creates, updates and maintains websites using Drupal.
  • Prepares letters of recommendation in LaTeX, tracks the deadlines, and issues reminders.
  • Types mathematical papers and presentations using LaTeX and other software. 
  • 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 (40%)

  • Fulfills the following Member support functions for 20-25% of the School’s annual Members:
    • Drafts, sends, tracks, and files new offer letters.
    • Guides new Members through the onboarding process.
    • Turns over Member offices and submits SchoolDude 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%)

  • Collaborates with Math Computing to update and maintain the School’s application on Mathjobs.
  • For each application, creates a digital folder and adds relevant data to Access.
  • Provides instructions and answers questions for both applicants and application readers.
  • Updates and maintains Member/Visitor records in P3 and Access.
  • Creates, edits/maintains, and distributes various annual reports. 

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

Skills and Abilities

  • Proficiency in standard office software including G-Suite and Microsoft Word, Excel, and Access
  • Knowledge of or ability to learn Drupal
  • Knowledge of or ability to learn LaTeX and other current scientific software 
  • 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 

Supervisory Responsibilities

  • None 

Education, Experience and Knowledge

  • Minimum Education Required: Bachelor’s degree
  • Minimum Experience Required: 3-5 years, preferably in an academic setting

Please note that proof of COVID-19 vaccination is required to work at the Institute.

Individuals are eligible to request an accommodation based on a medical exemption or profession of sincerely-held religious beliefs.  

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.