Academic Assistant - School of Mathematics

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 members
  • Prepares letters of recommendation in LaTeX, tracks the deadlines, and issues reminders
  • Organizes weekly seminars led 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 (30%)
  • 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%)
  • Coordinates named lecture series, including speaker logistics, publicity, and formal dinners
  • Compiles data for annual grant reporting, including Participant Data and Post-Doctoral Tracking
  • Administers the annual Salem Prize
  • Completes monthly P3 updates for previous Members
  • Updates and maintains spring and fall award nomination lists
  • Processes 50% of the School’s ELP forms
• All Other Duties as Assigned by the Supervisor (10%)

Minimum Qualifications

• Bachelor’s degree
• 1 year in an administrative role
• 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 Google Sheets and Microsoft Word
• Ability to type at least 40 words per minute
• Knowledge of or ability to learn Drupal
• Knowledge of or ability to learn LaTeX

Working 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 desired start date is May 26, 2026.

The Institute for Advanced Study is an Equal Opportunity Employer.