Academic Assistant School of MATH

Position Duties and Responsibilities

• Provides administrative assistance and Clerical and Administrative support for 2-3 permanent faculty members.
• Prepares letters of recommendation in LaTeX, tracks the deadlines, and issues reminders.
• Organizes weekly seminars lead by assigned faculty.
• Collaborates with the Program Manager to plan workshops and conferences for assigned faculty.
• Affords assistance with monitoring deadlines and compiling data for faculty grant reports.
• Affords assistance with monitoring deadlines and meeting specifications for journals and other publishers.

Member Support

• Drafts, sends, tracks, and files new Member offer letters.
• Guides new Members through the onboarding process.
• 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

• Creates and distributes the annual compilation of Member Reports.
• Collects Member publications and uploads them to the NSF Public Access Repository.
• Uses AMS Notices to make Member updates in P3.
• Liaises with Princeton University to confirm joint appointment details.
• Processes half of the School's Certification of English Language Proficiency forms.

All Other Duties as Assigned by the Supervisor

• Affords assistance with all other duties as assigned by the supervisor.

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 G-Suite and Microsoft Word and Excel.
• Ability to type at least 40 words per minute.
• Knowledge of or ability to learn Drupal.
• Knowledge of or ability to learn LaTeX.

Minimum Education Required

Minimum Education Required: Bachelor’s degree.

Minimum Experience Required

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.
• Encourages a diverse pool of applicants.
• Believes in the inherent value of diversity and equal opportunity.
• Recognizes that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization.
• Commits to the values of diversity, equity, and inclusion.

COVID-19 Vaccination Requirement

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.

Benefits Package

• Offers a competitive salary and benefits package which includes:
• Subsidized health and dental insurance,
• An excellent retirement plan,
• A generous paid time off program.