Job Postings

Position Summary                                          

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

Position Duties and Responsibilities

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%)

  • Coordinates named lecture series, including speaker logistics, publicity, and formal dinners.
  • Compiles data for annual grant reporting, including Participant Data, post-doctoral tracking, and 3-/10-year surveys.
  • Administers the Salem Prize.

All Other Duties as Assigned by the Supervisor (10%)

Skills and Abilities

  • 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

Education, Experience and Knowledge

  • Minimum Education Required:  Bachelor’s degree
  • Minimum Experience Required: 3 years, preferably in an administrative role

The Institute for Advanced Study retains the right to change or assign other duties to this position.

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.  Interested candidates please apply to the position at: https://ias.synchr-recruit.com/job/605813/academic-assistant-school-of-…

 

 

JOB TITLE:                          Academic Assistant

DEPARTMENT:                  School of Social Science

REPORTS TO:                     School Administrative Officer

Position Summary

Reporting to the School Administrative Officer, the incumbent will be responsible for providing administrative assistance, research, and clerical support to Professor Alondra Nelson as well as the School Administrative Officer.

Position Duties and Responsibilities

Provide broad administrative support to the Harold F. Linder Professor (90%)

  • Provide administrative support to faculty member. Tasks include drafting and editing memos, letters, and correspondence; assisting in the preparation of materials for presentations; maintenance of faculty member’s calendar, including making appointments and prioritizing the most time-sensitive matters.
  • Assist with the preparation of book and article manuscripts, including archival and general research, proofreading, and interacting with both internal and external contacts to ensure a quality end-product.
  • Arrange meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers and guests.
  • Serve as liaison with outside organizations and institutions to arrange speaking engagements, including any needed preparatory work such as itineraries, agendas, correspondence, expense reports, and communications.
  • Make travel and accommodation arrangements.
  • Prepare detailed domestic and international travel dossiers including but not limited to itineraries, travel, accommodations, guest bios, and remarks.
  • Establish, maintain, process, and update files, records, and other documents.  Prepare and distribute reports, as needed. Process expense reports and reimbursement/payment requests.
  • Serve as liaison with the communications team on press releases and other relevant announcements, as requested.
  • Keep faculty member’s web presence up-to-date.

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

  • Work with other departments and operating units to address day-to-day administrative and operational matters, and provide back-up support to other administrative personnel, as needed, to contribute to the efficiency and effectiveness of School operations.
  • Occasional proofreading of School and Institute materials.

Skills and Abilities

  • Strong interpersonal skills; ability to interact with high-level executives 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

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree or equivalent required
  • Minimum two years administrative experience required
  • Prior experience in an academic setting preferred

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.

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.  Interested candidates please apply to the position at:  https://ias.synchr-recruit.com/job/616482/academic-assistant-support-hfl-professor-school-of-social-science

JOB TITLE:                          Academic Assistant

DEPARTMENT:                  School of Social Science

REPORTS TO:                     School Administrative Officer

Position Summary

Reporting to the School Administrative Officer, the incumbent will be responsible for providing broad administrative support to Professor Didier Fassin and the School Administrative Officer.

Position Duties and Responsibilities

Support the James D. Wolfensohn Professor (40%)

  • Provide broad administrative support to faculty member. Tasks may include drafting, editing, and proofreading communications, presentation materials, and scholarly works; handling inquiries; and liaising with visitors.
  • Assist with the preparation of book and article manuscripts, including archival and general research, proofreading, and interacting with both internal and external contacts to ensure a quality end-product.
  • Arrange meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers.
  • Organize domestic and international travel itineraries. Make travel and accommodation arrangements. Process expense reports and reimbursement/payment requests.
  • Establish, maintain, process, and update files, records, and other documents. Prepare and distribute reports, as needed.  Process expense reports and reimbursement/payment requests.
  • Coordinate the purchase and borrowing of books and other research materials as needed.
  • Keep faculty member’s web presence up-to-date.
  • Provide content editing for the global-crisis.org website.
  • Compile, proofread, and coordinate the printing and distribution/online publication of the annual Archive of the School.

Support the Administrative Officer (40%)

  • Provide broad administrative support to administrative officer. Tasks include assisting with annual fellowship application process; 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 yearly turnover of offices; planning and managing School events; working with other departments and operating units 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; maintaining coffee station.
  • Handle inquiries from past Members, prospective applicants, and others.
  • Arranging meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers and guests.
  • Provide support to Visiting Faculty as requested and assist with the preparation of Faculty offices.
  • Prepare, proofread and publish “Occasional Papers” and other School publications, as assigned.

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

  • Assist with special programs and other School activities as needed.
  • Provide back-up support to other administrative personnel, as needed, to contribute to the efficiency and effectiveness of School operations.
  • Provide support to Visiting Faculty as needed.

Skills and Abilities

  • Strong interpersonal skills; ability to interact with high-level executives 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

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree or equivalent required
  • Minimum two years administrative experience required
  • Prior experience in an academic setting preferred

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.

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.  Interested candidates please apply to the position at:  https://ias.synchr-recruit.com/job/616549/academic-assistant-support-jdw-professor-school-of-social-science

We are looking for individuals to fill open shifts and to work on-call as needed. Duties include monitoring front desk, completing walking tours of our beautiful campus, and assisting visitors.  Shifts are 8 hours, nights, weekdays, holidays and weekends. A valid driver’s license and ability to be certified in CPR and AED and to walk tours of campus required.  Prior similar experience preferred. 

These positions are eligible to receive federal and state mandated benefits only, are paid for hours worked and not eligible for other benefits of the Institute.

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. 

Interested individuals can apply to the position on line at: https://ias.synchr-recruit.com/job/544318/adjunct-public-safety-officer or e-mail resume to hr@ias.edu .

JOB TITLE:                Administrative Officer                                          

DEPARTMENT:        School of Historical Studies

Administrative Officer – School of Historical Studies

Position Summary   

Reporting to the School’s Executive Officer, the School’s Administrative Officer manages the administrative operations of the School of Social Historical Studies, conferring with the Executive Officer as needed.

Responsibilities include leadership of the School’s staff, support of the permanent Faculty, management of the Member application process, oversight of the School budget and website, and collaboration with other Institute offices and departments, external partners and vendors. 

Position Duties and Responsibilities

Management of administrative operations of the School of Historical Studies (90%)

Administrative Support

  • In consultation with the School Executive Officer, carry out the overall administrative duties related to the functioning of the School; keep the Executive Officer informed of any issues of concern to the School.
  • Initiate, communicate and implement School regulations and policies to Faculty, Members and Visitors; provides information and support to Faculty.
  • Recruit, hire, train, supervise and evaluate the Academic Assistants to ensure adequate support for the work of the Faculty, Emeriti, Visiting Professors, Members and Short-term Visitors. Assign and manage work duties, carry out annual performance evaluation process and coordinate time off.
  • Support Faculty search and recruitment process. In consultation with Faculty, maintain School website, assuring accurate information about the School, Faculty, Visitors and Members events, and activities.
  • Coordinate support for the work of the permanent Faculty, taking primary responsibility for administrative and organizational oversight of Faculty-sponsored events, seminars, conferences or programs. 
  • Assist Faculty with preparation of grant applications, budgets and reports for Faculty-sponsored programs and events.
  • Track spending and reimbursements for Faculty projects and grants.
  • Attend School Meetings and create meeting minutes.

Membership Oversight

  • Ensure the list of external reviewers for the upcoming Membership competition is finalized and complete.
  • Coordinate the Member application process, which includes preparing and distributing announcements, compiling and maintaining applicant lists, issuing invitation letters, negotiating stipends, and orienting new Members, as well as liaising with the appropriate IAS offices regarding arrangements for Members’ visas, housing, and office space.
  • Maintain historical and current statistical information about the School and provide databases, spreadsheets, reports and analysis to the Faculty and other Institute offices and departments as needed.

Financial Management

  • Prepare and review budget/financial reports with Comptroller’s Office and Executive Officer.
  • Provide oversight and review of the full School budget, and work with the Comptroller’s office to resolve questions related to payments. 
  • Prepare annual grant reports for government and foundation funding; assist the Development Office with grant funding applications as needed.  Review grant budgets and track spending.

Communications/Publications

  • Prepare School publications and School contributions to Institute-wide publications including for the Introductory Brochure, the Annual Report, and, the annual School Archive.
  • Maintain the School’s Handbook.
  • Prepare written materials for Trustee and Faculty meetings.

Meetings/Equipment

  • Plan and coordinate meetings, seminars, conferences and other convenings.
  • Act as liaison with other Schools and administration to coordinate services, processes, regulations and policies.
  • Manage the use of and any facilities-related concerns regarding offices and seminar spaces allocated to the School.
  • Coordinate requests for new equipment as approved by the Executive Officer.
  • Maintain adequate levels of office supplies and equipment; track inventory and orders supplies as needed.

All other duties as assigned by the Executive Officer (10%)

Skills and Abilities

  • Excellent written and verbal communication skills; the ability to work independently, along with the ability to collaborate as a member of an administrative team.
  • Strong organizational, problem-solving and decision-making skills.
  • Able to interface effectively with wide range of diverse constituencies – Faculty, Visiting Scholars, Members, support staff, other Institute personnel, donors, and Trustees -- while setting a tone of respect and collegiality.
  • Calm adaptation to changes, delays or unexpected events. 
  • Ability to develop strategies to achieve organizational goals.
  • Strong understanding of how to create and maintain budgets.
  • Capability to set expectations, motivate, and monitor delegated activities of support staff.
  • Flexibility and discretion are essential.
  • High proficiency with MS Office required.
  • Expert level Excel skills required.

Supervisory Responsibilities

  •  Academic Assistant (4)

Education, Experience and Knowledge

  • Bachelor’s Degree required.  Advanced degree preferred.
  • A minimum of 7 to 10 years of professional administrative experience, including prior experience in an academic environment.
  • Prior experience in a supervisor position.
  • Knowledge of and experience with grant writing and reporting procedures preferred.

Please note that proof of COVID-19 vaccination is required to work at the Institute.

Individuals are eligible to request an accommodation based on a medical exemption or profession of sincerely-held religious beliefs.  

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.  Interested candidates please apply to the position at:   https://ias.synchr-recruit.com/job/587466/administrative-officer-school-of-historical-studies

Position Summary

Founded in 1930, the Institute for Advanced Study (IAS) is one of the world’s leading centers for curiosity-driven basic research, serving as a model for protecting and promoting independent inquiry and underscoring the importance of academic freedom worldwide.

Reporting to the Director of Advancement Services, the Associate Director of Research and Prospect Management provides critical support to the Institute’s fundraising efforts. The Associate Director will serve as an integral resource for identifying, cultivating, soliciting, and stewarding donors and prospective donors by providing standardized assessments of philanthropic capacity and interests; preparing complex briefings and donor profiles for meetings and events; tracking donors and prospects through a well-defined solicitation cycle; and identifying new sources of funding in alignment with IAS priorities.

Position Duties and Responsibilities

Prospect research and analysis (40%)

  • Compile and analyze data from a broad range of sources in order to apply a standardized assessment of the philanthropic capacity and interests of key donors and prospects.
  • Both proactively and in response to requests from the Chief Development Officer and other development colleagues, prepare confidential and thoroughly researched profiles, reports, and briefings tailored to the needs of a variety of audiences, including prospect managers, the Institute Director, and Board of Trustees.
  • Collaborate with Development colleagues in the compilation of donor lists for appeals, stewardship material, and other regular and ad-hoc reports and communications, including stewardship reports, invitation lists for events, and the annual report.
  • Assist appropriate members across the IAS community in proper due diligence on current and potential donors, ensuring that all gifts accepted by IAS reflect favorably on the Institute.
  • Ensure key prospect data is collected and accurately entered into the database.

Identification of new prospects and funding opportunities (30%)

  • Proactively identify new funding opportunities for annual giving, planned giving, and major gifts, in alignment with the evolving priorities of IAS.
  • Identify and track key relationships between the existing IAS community and prospective new sources of support.

Portfolio management (20%)

  • Collaborate with prospect managers to optimize prospect pipelines by providing appropriate analysis and actionable support to inform prospect strategies.
  • Track the development of the donor relationship through a standardized solicitation cycle, ensuring that prospect information recorded in the database is consistent and in alignment with Development policies.
  • Work with the Director of Advancement Services to refine and communicate systems, policies, and procedures for efficiently tracking donors and prospects.

Subject matter expertise and professional development (5%)

  • Via courses, webinars, and professional conferences, serve as resident prospect research expert and administrator for all research tools and subscriptions, staying abreast of emerging features and tools to optimize data gathering and workflow.
  • Regularly conduct primary and secondary research on best practices and trends in fundraising research, data management, and reporting, including IRS charitable giving guidelines, ethical intelligence-gathering techniques, and the protection of donor privacy.

All other duties and responsibilities as assigned by the Director of Advancement Services (5%)

Qualifications

  • Superior quantitative analysis and strategic thinking skills.
  • Customer service orientation with the ability to forge productive relationships throughout the department and across the Institute, fostering teamwork and collaboration to achieve collective goals.
  • Exceptional organizational, written, oral, and presentation skills. Adept at presenting data clearly and concisely using a variety of platforms to meet the needs of a wide range of audiences.
  • Experience prioritizing multiple projects simultaneously and meeting tight deadlines with flexibility, attention to detail, and grace under pressure.
  • Knowledge of best practices in fundraising and prospect research, with the ability to recommend new systems in response to a rapidly changing field.
  • Ability to maintain strict confidentiality and handle sensitive information and material in a discrete manner. 
  • Exceptional proficiency with standard office technology, including database management software and Microsoft Office.

Education, Experience and Knowledge

  • Bachelor’s Degree or equivalent required. 
  • A minimum of 5 years of relevant experience required.
  • Prior experience in prospect research and associated tools and platforms strongly preferred.
  • Experience in Raiser’s Edge preferred.

The Institute for Advanced Study retains the right to change or assign other duties to this position.

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 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. 

For consideration please click here to apply:

https://ias.synchr-recruit.com/job/596925/associate-director-research-a…