Position Summary
The Academic Assistant is responsible for providing administrative assistance and clerical support to the School Administrative Officer, Faculty, Members, and Visitors.
Essential Job Duties
Faculty Support, Workshops, and Seminars (50%)
Provides administrative assistance and clerical support for 3 permanent Faculty membersPrepares letters of recommendation in LaTeX, tracks the deadlines, and issues remindersOrganizes weekly seminars led by assigned FacultyCoordinates short-term visits for corresponding seminar speakersCoordinates short-term visits for Faculty collaboratorsCollaborates with the Program Manager to plan workshops and conferences for assigned FacultyAssists with monitoring deadlines and compiling data for Faculty grant reportsAssists with monitoring deadlines and meeting specifications for journals and other publishersMember Support (30%)
Drafts, sends, tracks, and files new Member offer lettersGuides new Members through the onboarding processTurns over Member offices and submits facilities requests as necessarySchedules and facilitates Member check-in meetingsWrites and sends annual funding and travel lettersCoordinates short-term visits for approved Member collaboratorsProcesses Member reimbursementsSends and answers questions about departure instructions.School Projects (10%)
Coordinates named lecture series, including speaker logistics, publicity, and formal dinnersCompiles data for annual grant reporting, including Participant Data and Post-Doctoral TrackingAdministers the annual Salem PrizeCompletes monthly P3 updates for previous MembersUpdates and maintains spring and fall award nomination listsProcesses 50% of the School's ELP formsAll Other Duties as Assigned by the Supervisor (10%)
Requirements:
Minimum Qualifications
Bachelor's degree1 year in an administrative roleStrong written and verbal communication skillsExcellent interpersonal skills, as well as the ability to work cooperatively in a team environment Ability to maintain confidentialityProficiency in standard office software, including Google Sheets and Microsoft WordAbility to type at least 40 words per minuteKnowledge of or ability to learn DrupalKnowledge of or ability to learn LaTeXWorking Conditions
To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.
The anticipated pay range for this position is $52,000 to $56,000. We offer a comprehensive benefits package that includes medical, dental, and vision insurance; life insurance; short- and long-term disability coverage; flexible spending accounts; paid holidays; paid time off; tuition assistance; retirement plans; and an employee assistance program.
For consideration, please provide a cover letter with your resume.
The Institute for Advanced Study is an Equal Opportunity Employer.
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