Academic Assistant School of MATH
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location Princeton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
JOB TITLE: Academic Assistant
DEPARTMENT: School of Mathematics
REPORTS TO: Administrative Officer
Position Summary
The Academic Assistant is responsible for providing administrative assistance and Clerical and Administrative support to the School Administrative Officer, Faculty, Members, and Visitors.
Position Duties and Responsibilities
Faculty Support, Workshops, and Seminars (45%)

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.
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 (35%)

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%)

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 Schools Certification of English Language Proficiency forms.

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 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

Education, Experience and Knowledge

Minimum Education Required: Bachelors 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.
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. 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.