Academic Assistant - School of Mathematics - 1 year appointment with potential to extend
Job Type

This position is a one year appointment and is eligible for benefits. There is a potential that it may extend beyond one year.

Position Summary

The Academic Assistant is responsible for providing administrative assistance and clerical support to the School Administrative Officer, Faculty, Members, and Visitors in the School of Mathematics.

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 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 (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%)

  • Creates reports and assists with data management.

All Other Duties as Assigned by the Administrative Officer (10%)


  Minimum Qualifications

  • Associate’s degree or equivalent experience
  •  Experience working in an office environment
  •  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
  •  Ability to learn new technologies

Preferred Qualifications

  • Bachelor’s Degree
  •  Experience working in higher education
  •  Knowledge of Drupal
  •  Knowledge of LaTeX

Supervisory Responsibilities


Working Conditions

Standard office environment; 6-7 hours per day at a computer.

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.

We offer a competitive salary and benefits package which includes partially Institute paid health, vision and dental insurance, an excellent retirement plan, and a generous paid time off program. 

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.