Academic Assistant School of Mathematics

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JOB TITLE:              Academic Assistant

DEPARTMENT:       School of Mathematics

REPORT TO:            School Administrative Officer

Position Duties and Responsibilities: 

Provides academic and administrative support to faculty members.

  • Makes travel arrangements, creates itineraries, and processes reimbursements upon return.
  • Maintains and updates calendars and sends reminders for upcoming meetings and events.
  • 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. 
  • Assists with monitoring deadlines and compiling data for faculty grant reports.
  • Organizes and catalogs faculty pre-prints and reprints.
  • Proofreads manuscripts to meet publishers’ specifications and deadlines.
  • Distributes mail, maintains bulletin boards, and restocks coffee and office supplies as scheduled. 

Assists the School Administrative Officer with Member selection and Short-Term Visitors.

  • Creates and maintains detailed lists of selected and waitlisted applicants per faculty feedback.
  • Prepares waitlist and declination letters for the Executive Officer’s signature and formal letters of invitation for the Director’s signature.
  • Mails letters, scholar questionnaires, and all necessary forms for incoming scholars.
  • Maintains a record of Member acceptances and declines.
  • Serves as the first point of contact for Members’ pre-arrival questions.
  • Collaborates with Math Computing to send incoming scholars their account credentials.
  • Creates Member orientation packets and checks-in Members when they arrive.
  • Coordinates logistics and provides support services for Short-Term Visitors, including invitation letters, housing reservations, check-in, and travel reimbursements.
  • Creates and maintains a digital file for each Short-Term Visitor.
  • Maintains the Short-Term Visitor expense report.
  • Assigns, sets up, and turns over Short-Term Visitor offices in Fuld, A-Building, Simonyi, and MOS. 

All other duties as assigned by the supervisor. 

Skills and Abilities:

  • 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 handle sensitive information with confidentiality and discretion.
  • Ability to use Microsoft Word, Excel, Publisher, and PowerPoint.
  • Ability to use or learn to use LaTeX.
  • Ability to use or learn to use Drupal. 

Education, Experience and Knowledge 

  • Bachelor’s degree or equivalent required.
  • Microsoft Office and software skills (Word, Excel, PowerPoint) required.
  • Strong written and verbal communication skills required.
  • Excellent interpersonal skills, as well as the ability to work cooperatively in a team environment and share expertise with others required. 
  • 3-5 years relevant experience preferred.
  • Knowledge of TeX, LaTeX, or AMSTeX strongly preferred 

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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