Academic Assistant/Astrophysics Group

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) 

Member Liaison for Astrophysics Members and Visitors

• Answer general member and visitor questions
• Prepare member and visitor travel reimbursements
• Prepare offices for new members and visitors and make office door name labels
• Keep track of members and visitor arrivals and departures
• Request maintenance, painting or cleaning service through SchoolDude when necessary 

Assist Astrophysics seminar and conference organizers 

Seminars:

Assist organizers in communication with speakers, housing and office needs, adding the seminar to the IAS calendar and other outside calendars, advertising the seminars through announcement and reminder emails, communicating with A/V to record seminars or set up Zoom link and arrange travel reimbursements for speakers. 

Conferences:

Assist organizers with room reservations in FSDirect or create Zoom link. 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 the 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. 

General Duties: 

• Distribute mail, keep mailboxes up-to-date
• Stock supply rooms, stock/order kitchen supplies
• Assist with physics faculty and physics conferences as needed 

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  

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 

Education, Experience and Knowledge 

• Bachelor’s degree or equivalent required, with at least two years of relevant work experience strongly preferred
• 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.