Position Summary

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.

This is a term position of 8 to 9 months (January to August/September).

Essential Job Duties

Support the James D. Wolfensohn Professor (40%)

· Provide broad administrative support to faculty member. Tasks may include:  

• Drafting, editing, and proofreading communications and web content as well as handling inquiries and liaising with both internal and external contacts to ensure a quality end-product
• Arranging meetings and workshops (reserve and prepare set-up of meeting rooms, prepare and distribute meeting agendas, facilitate visits of short-term researchers, etc.)
• Organizing domestic and international travel itineraries (make travel and accommodation arrangements, process expense reports and reimbursement/payment requests, etc) 
• Maintaining files and other documents, ensuring that records are complete and up to date (including expense reports, research fund reports, and grant expenditure reports)
• Coordinating 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)
• Keeping the professor’s web presence up to date (IAS and SSS web pages, Wikipedia, and the global-crisis.org website,etc.)

Support the Administrative Officer (40%)

· Provide broad administrative support to administrative officer. Tasks include:

• Compiling, updating, and managing School calendars, web pages, mailing lists, records and databases
• Drafting School reports, correspondence, and other communications
• Monitoring and managing School equipment and supply inventory
• Coordinating all aspects of the process of the yearly turnover of Member (and, as needed, Faculty) offices
• Planning, managing, and staffing School events
• Working 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 liaison to annual cohort of visiting fellows (a.k.a. Members). Responsibilities include:

• Serving as first point of contact for Member questions and requests
• Arranging meeting space and coordinating communications for workshops and other Member-run activities
• Processing research fund reimbursement requests and tracking budgets
• Organizing and managing the annual Member Commons Library
• Ordering supplies and maintaining the School’s coffee station and mail area
• Handling inquiries from past Members, prospective applicants, and others.
• Arranging meetings and workshops (reserving and setting up meeting rooms, preparing and distributing itineraries and agendas, coordinating visits of short-term researchers and other School guests

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

• Assist with special programs, application process, institutional decadal review, Board meeting preparation and follow up, and other School activities as needed. 
• Provide back-up support to other School administrative personnel, as needed, to contribute to the efficiency and effectiveness of School operations.
• Provide support to Visiting Faculty as needed.

Minimum Qualifications

• Minimum two 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, completing tasks accurately, with 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, presentation, and spreadsheet.
• Basic web content editing skills (Drupal, Wordpress).
• Familiarity with Zoom, Slack, Doodle, Dropbox, and other administrative applications.
• Proficiency in Adobe Suite applications and InDesign.

Preferred Qualifications

• Bachelor’s degree or equivalent
• Prior experience in an academic setting 

Supervisory Responsibilities

•  None

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. 

For consideration please apply with a cover letter and resume using this link:

Diversity, Equity & Inclusion Statement

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.