Academic Assistant/School of Natural Sciences

Job Description

JOB TITLE:           Academic Assistant/Physics/PIDS                                        

DEPARTMENT:       School of Natural Science

REPORTS TO:        School Administrative Officer                      

Position Summary                                       

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

  • Type and proof Letters of Recommendation and other correspondence
  • Prepare travel itineraries, obtain travel documents (visas, renew passports), communicate with institutions faculty are visiting regarding their talks, accommodations, and limo pickups; submit travel reimbursements
  • Maintain faculty calendars websites, CV and publication lists
  • Coordinate logistics for faculty visitors (housing/office arrival/departure info)

Technical figure drawing and formatting of documents

  • Create complex technical figures using the graphic editor Xfig.
  • Format TeX and LaTex documents and articles for journal publication

Program in Interdisciplinary Studies

  • Reimbursement requests
  • Mailing materials and forwarding mail while faculty is traveling
  • Draft letters of Invitation for PIDS visitors
  • Coordinate logistics for PIDS visitors (housing, arrival/departure info)
  • Arrange travel reimbursement for PIDS visitors
  • Maintain PIDS visitor budget

After Hours Conversations - 32 sessions ( 2x wk; 2 mos Fall/2 mos Spring)

  • Maintain web page
  • Communicate/remind speaker of talk
  • Create poster (from template) & display poster around campus
  • Prepare and display napkin holder announcement in Dining Hall
  • Coordinate with facilities logistics using FSDirect
  • Arrange for Bartender with Dining Services

Assist organizers with PiTP summer program (2 wks. July) and other Physics Conferences

  • Schedule room reservations in FSDirect or create Zoom links
  • Create website and registration page in Drupal; Use Eventbrite for collection of fees for IAS housing, meals and other special events
  • Communicate with lecturers and attendees regarding their talks, accommodations, and travel expenses
  • Work with Dining Hall on food/drink contracts; review for accuracy
  • Enter work order into FSDirect to arrange for lectures to be recorded and other requests for the maintenance department.
  • Manage registration table

AJO and Access Database

Crosstrain and assist as needed on Academic Jobs Online, yearly application Access database, and archiving applications, and electronic member file folders, rejection emails

General Duties:

  • Request maintenance, painting or cleaning service through SchoolDude when necessary
  • Assist Members, Faculty and School Administrative Officer as needed

All other duties as assigned by the School Administrative Officer 

Skills and Abilities:

  • Flexibility, accuracy and close attention to details
  • Strong organizational skills including the ability to prioritize tasks, manage multiple tasks and meet deadlines
  • Ability to work independently as well as in a team environment
  • Excellent communication skills; strong people skills in working with a diverse community
  • Proficiency in Microsoft Word, Excel, PowerPoint, Access, Drupal, and Adobe
  • Ability to learn LaTex and Xfig

Supervisory Responsibilities:

  • None

Education, Experience and Knowledge

  • Bachelor's degree or equivalent required
  • Prior experience in an academic setting preferred

The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants.  We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization.   As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion. 

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