Job Postings


School Administrative Officer



JOB TITLE:              School Administrative Officer

DEPARTMENT:       School of Mathematics    

REPORT TO:          School Executive Officer

Position Summary:

The School Administrative Officer is responsible for managing the administrative operations of the School of Mathematics, conferring with the Executive Officer when needed.

Position Duties and Responsibilities:

Management of administrative operations of the School of Mathematics (90%)

  • Select, train, supervise and evaluate staff of six academic assistants to coordinate the work of eight faculty, four faculty emeriti, visiting professors, members and short-term visitors.
  • Manage School stipend budget of $3+ million, allocate government and foundation funds, authorize requisitions for payment and conference/travel reimbursements, issue notifications/requests to members each year regarding:   grant acknowledgments, supplemental and summer funding, available conference funds, membership associations, and faculty contacts.
  • Oversee the processing of applications to the School, authorize formal letters of invitation for the Director’s signature, declination and short-term visitor letters for the executive officer’s signature; negotiate stipends and terms of membership or short-term visitor stays with prospective members or representatives of their home institutions; assign office space for academic-year members and visitors.
  • Plan and organize conferences, workshops and special lecture series, insure that housing, funding, computer accounts and ID cards are prepared for all guests of the School. Oversee production of the School's weekly seminar and mathematical conversations schedule.
  • Participate in the development, writing, editing and submission of proposals initiated by the School; responsible for the annual and final reports to NSF, liaison to NSF program staff.
  • Initiate, communicate and implement School policies to members and staff; update School’s application form and annual statement for the IAS information brochure, initiate requests for changes to the School’s website, prepare School’s annual report of activities for the IAS annual report, create and submit advertisements to mathematical journals regarding conferences, memberships and faculty positions.
  • Establish mailing lists of institutions and organizations serving the minority community, create posters to encourage applications, anticipate statistical needs regarding membership profiles for NSF and internal and external reports, create questionnaires to enlist information from past and current members regarding their Institute stay and/or career paths.

All other duties as assigned (10%)

Minimum and Preferred Requirements:

  • Bachelor’s Degree or equivalent required.
  • A minimum of 7 – 10 years of related experience, including prior experience in an academic environment and knowledge of grant procedures preferred.
  • Must have excellent written and verbal communication skills, and the ability to collaborate and work in a team environment sharing expertise with others.
  • Good working knowledge of personal computers required, including knowledge of Microsoft Word and Excel.
  • Prior supervisory experience strongly preferred.        
  • Flexibility a must.

Interested candidates please apply to the position at: