Academic Assistant - School of Social Science

Description

Reporting to the School Administrative Officer, the incumbent will be responsible for providing broad administrative support to a faculty member and the School Administrative Officer.

Position Duties and Responsibilities

Support the James D. Wolfensohn Professor (40%)

Provide broad administrative support to faculty member. Tasks include: 

· Draft, edit, and proofread memos, letters, and correspondence; assist in the preparation of materials for presentations.

· Proofread manuscripts to ensure a quality end-product.

· Handle inquiries and liaise with both internal and external contacts.

· Make travel and accommodation arrangements. Prepare detailed travel dossiers; process expense reports and reimbursement/payment requests.

· Track expenditures, including faculty member’s research account and grant funds.

· Establish and maintain files and other documents, ensuring that records are complete and up to date (including expense reports, research fund reports, and grant expenditure reports).

· Arrange on-campus meetings, workshops, and events (in coordination with IAS Events team and other departments), including venue reservation and setup, compilation and distribution of detailed itineraries and meeting agendas, and all aspects of working with visiting researchers or other guests to facilitate their participation.

· Coordinate the acquisition of books and other research materials as needed (handling reference, borrowing, and purchasing requests via the IAS library as well as direct orders from retailers and publishers).

· Work with internal departments to coordinate all aspects of faculty member’s committee service and other IAS activities.

· Keep the professor’s web presence up to date (including IAS and SSS web pages, Wikipedia, project-related and individual websites, etc.)

· Coordinate freelance research support such as indexing and research-assistant services.

Support the School Administrative Officer (40%)

Provide broad administrative support to administrative officer. Tasks include:

· Compile, update, and manage School calendars, web pages, mailing lists, records, and databases.

· Draft School reports, correspondence, and other communications.

· Monitor and manage School equipment and supply inventory, including detailed tracking of expenditures.

· Coordinate all aspects of the process of the yearly turnover of visiting fellows (and, as needed, Faculty) offices. 

· In coordination with Administrative Officer (AO), plan, manage, and staff School events.

· Work with other departments and operating units (including Administrative Services, the Transportation Office, the Comptroller’s Office, Computing, Events, Communications, and the Director’s Office) to address day-to-day administrative and operational matters.

Serve as Member Liaison—working directly with the annual cohort of approximately 35 Members (a.k.a. visiting fellows) and Visitors. Responsibilities include:

· Serve as the primary point of contact for scholars’ questions and requests.

· Manage logistics for the weekly Social Science Seminar (includes making and managing participant place cards; ensuring speakers’ tech needs for presentation are met; coordinating Zoom for anyone attending remotely; collecting and compiling presentation abstracts).

· Manage all aspects of research fund accounts (includes processing scholars’ reimbursement requests, interfacing with accounts payable team, tracking expenditures, monitoring balances).

· Order supplies and maintain the School’s coffee station and mail area.

· Arrange meeting space and coordinate communications for workshops and other Member-run activities.

· Organize and manage the annual Member Commons Library.

· Handle inquiries from and follow up with past Members.

All other duties as assigned by the School Administrative Officer, in coordination with the Faculty (10%)

· Assist with special programs, annual application process, institutional decadal review, Board meeting preparation and follow up, and other School activities.

· Provide backup support to other School administrative personnel, as needed, to contribute to the efficiency and effectiveness of School operations.

· Provide administrative support to the School’s Theme Seminar, as needed.

· Provide support to Visiting Faculty, as needed.

Requirements

Minimum qualifications

· Associate’s degree

· Minimum 2 years administrative experience

· Strong interpersonal skills; ability to interact with high-level executives and academics and high-profile individuals as well as work cooperatively in a team environment

· Strong organizational and time management skills

· Ability to maintain confidentiality and exercise discretion

· Ability to work independently and complete tasks accurately, with meticulous attention to detail and in a timely manner

· Excellent written, verbal communication, editing, and proofreading skills

· Strong computer skills, including knowledge of Microsoft Office Suite and Google Suite, including word-processing, spreadsheet, and presentation 

· Solid math proficiency; demonstrated ability to work with detailed expense reports and budgets

· Familiarity with Zoom, Slack, Doodle, Dropbox, and other administrative applications 

· Basic web content editing skills (Drupal, Wordpress)

Preferred Qualifications

· Bachelor’s degree

· Prior experience in an academic setting preferred

· Proficiency in Adobe Suite applications and InDesign

Working Conditions

· Must be able to remain in a stationary position for prolonged periods of time.

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

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 anticipated pay range for this position is $50,000 to $58,000. We offer a comprehensive benefits package including 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.

PLEASE NOTE: In order to be considered, a cover letter is required with your application.

The Institute for Advanced Study is an Equal Opportunity Employer.