Job Postings

Editorial Assistant

POSITION AVAILABLE

 

JOB TITLE:                 Editorial Assistant

DEPARTMENT:          Director’s Office

REPORT TO:               Director of Editorial and Content Strategy and Director of External Relations and Strategic Communications

Position Duties and Responsibilities:

Position Summary

With a dual reporting relationship to the Director of Editorial and Content Strategy and the Director of External Relations and Strategic Communications, the incumbent is responsible for providing editorial and administrative support to communications work of the Institute, facilitating departmental workflow, coordination of projects and production, and ensuring quality control of data and materials.  All other duties as assigned by supervisors.

Position Duties and Responsibilities

Editorial and media support

  • Copyedit, fact check, proof, and research data and materials to ensure accuracy and adherence to style guides.
  • Assist in editing and packaging of content for the website, newsletter, and other publications, performing research and securing image and reprint permissions as needed.
  • Generate memos and review proofs, gather and format materials, input and check author and administrative changes, and relay design revisions to graphic designer as needed for the newsletter, Annual Report, Faculty and Members booklet, and other online and print materials.
  • Assist in the development of online and print production schedules and oversee printings, mailings, internal distribution, inventory, and archiving of various materials, keeping appropriate and accurate records.
  • Provide day-to-day support for the Institute’s website, including photo and image requests, uploading Ideas content and Institute Letter articles, updating Faculty and other featured bios, and other changes as needed.
  • Assist with media relations work, including staffing press and film crew visits as needed, creating media packets, and fulfilling requests for printed materials and photos. May assist with editing, writing, distribution, and posting of press releases.

Administrative support

  • Provide administrative support for the department, including answering phones, photocopying, ordering supplies, and maintaining and organizing departmental files and resources, including developing meeting agendas and updating databases and email lists as well as departmental calendars.
  • Act as primary day-to-day vendor contact, including communication with graphic designers, external copy editors, translation and transcription services, photographers, printers, and book publishers/vendors for obtaining books related to IAS.
  • Process, scan, and file invoices; track expenses and update departmental budget annually. Plan and oversee the work of summer interns.

Event photography

  • Plan and schedule photography of academic and public events, securing all necessary permissions; take photos at IAS events as needed.

All other duties as assigned by the Director of Editorial and Content Strategy and the Director of External Relations and Strategic Communications.

Skills and Abilities

  • Excellent written and verbal communication skills required.
  • Strong office and software experience.
  • Attention to detail and excellent written and verbal communication skills
  • Maintain a high degree of confidentiality in all matters related to the Director’s office, the Institute’s development and public affairs program, the Board of Trustees, and all matters requiring sensitivity and discretion.

Education, Experience and Knowledge

  • Bachelor’s Degree preferred.
  • Minimum of one-to-two years of related experience required.
  • Prior editorial experience preferred with a solid knowledge of copyediting and fact checking. 
  • Proven ability to prioritize and multitask while maintaining a high degree of accuracy and professionalism under tight deadlines.  Strong attention to detail and excellent written and verbal communication skills required.
  • Excellent organizational and interpersonal skills and ability to work productively as a team member required.  Must demonstrate a willingness and ability to learn and retain new techniques/skills while meeting deadlines and maintaining high quality standards.
  • Strong office and software experience required, including familiarity with Word, Excel, Photoshop, PowerPoint, InDesign and/or Quark; proficiency on both PC and Mac, and experience with databases and digital invitation/marketing platforms 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.  Interested candidates please apply to the position at: ias.synchr-recruit.com/job/72058/editorial-assistant  

Maintenance Mechanic/Carpenter

 

 

JOB TITLE:              Maintenance Mechanic/Carpenter                

DEPARTMENT:        Facilities      

REPORT TO:             Maintenance Supervisor       

Position Summary    

The Maintenance Mechanic/Carpenter position is responsible for general carpentry and preventative maintenance duties. 

Position Duties and Responsibilities

Responsible for general carpentry and preventative maintenance duties

  • Performs the construction, repair, or modification of various carpentry items from sketch design or following verbal instructions, utilizing various carpentry manual, electric and pneumatic power tools, equipment, and supplies.
  • Appropriately installs doors, windows, hardware, ceilings, etc., utilizing blueprints, layouts, and verbal instructions
  • Appropriately prepares the carpentry area, covering structures as needed to ensure the protection office equipment, carpeting, etc. Prepares surfaces; e.g., sanding, chemical preparation, etc., of sheetrock, wood, masonry, metal studs, etc.
  • Effectively coordinates work to be completed with appropriate maintenance specialty; e.g.., painting, electricity, masonry, etc., to ensure a quality end product that is completed within established timeframes.
  • Ensures that all carpentry equipment and supplies are maintained in a safe and secure environment at all times; e.g., manual, electric/power, and pneumatic tools, glues and adhesives, ladders, scaffolding, etc.
  • Provides assistance to other maintenance areas, as needed, including snow removal, furniture moving, and various other general maintenance activities.

All other duties as assigned by the Maintenance Supervisor

Skills and Abilities

  • Ability to lift and carry fifty pounds.
  • Ability to follow written and verbal directions
  • Ability to remove snow using shovel and/or thrower

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • High School Diploma or equivalent required
  • A minimum of three years of carpentry and/or cabinet making experience required
  • Must be able to operate all equipment associated with a carpentry shop

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: ias.synchr-recruit.com/job/74115/maintenance-mechanic-carpenter  

Warewasher

 

Position Summary                                        

Responsible for operating the dishwashing machine, wash designated kitchen wares; and clean and maintain equipment and work areas.   Additional responsibilities include washing pots, pans and other kitchen utensils and equipment, and complete other special cleaning projects as assigned.

This is a 40-hour per week position (7:00 am – 3:00 pm weekdays) with additional overtime required during the academic year.

Position Duties and Responsibilities

  • Operate dishwashing machine, adhering to specifications and standards for proper use.
  • Wash pots, pans and other utensils and equipment.
  • Help with lunch cleanup; clean service and work areas.
  • Load and unload dish machines.
  • Restock plate and utensil stations as well as coffee and other areas to prepare for the next day.
  • Clean (counters, walk-ins, equipment, etc.).
  • Other duties as assigned by supervisor.

Skills and Abilities

  • Must be able to tolerate fluctuations in heat and humidity at workstation.
  • Must be able to lift 40 pounds.
  • Ability to stand for entire shift (8 hours)

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • High school degree or equivalent required
  • Previous experience as a hotel/restaurant dishwasher and/or in a janitorial cleaning position required.
  • Must have familiarity with proper sanitation regulations.
  • Knowledge of proper chemical handling required.
  • Ability to work in a busy kitchen with speed and accuracy while maintaining cooperative relationships with co-workers required.

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: ias.synchr-recruit.com/job/74904/warewasher

Executive Assistant to the Director

 

JOB TITLE:               Executive Assistant to the Director

DEPARTMENT:        Director’s Office         

REPORT TO:            Director

Position Summary

Reporting to the Director of the IAS, the incumbent will be responsible for providing overall executive level support to the Director, including managing the Director’s schedule, coordinating with his European-based administrative assistant, organizing the Director’s activities, and performing a wide range of administrative and managerial tasks with the highest level of discretion and professionalism.  This position requires an understanding of, appreciation for and ability to prioritize the use of the Director’s time.  Additional responsibilities include developing agendas and assisting the Director in the preparation and for follow-up after meetings, and resolving and addressing inquiries and requests for information on behalf of the Director.  All other duties and responsibilities as assigned by the Director.   

Position Duties and Responsibilities

Administrative Support to the Director

  • Oversees the Director’s complex schedule, and coordinate it with the Director’s European assistant. Manage requests for the Director’s time, researching, establishing priorities, and responding to or delegating responses
  • Manage and coordinate travel arrangements for the Director and his family, as required
  • Serve as the authoritative source of information for and on behalf of the Director
  • Provide coverage and serve as the primary point of contact for the Director
  • Prepares materials for the Director’s highest level meetings and events, including meetings of the Board of Trustees
  • Manage communications to the Director from both internal and external constituencies.
  • Serve as the public face of the Director’s Office, not only to the staff and faculty of the IAS but also to outside organizations and individuals. 
  • Develop and form relationships with a network of other Executive Assistants in order to stay current of industry trends and best practices. 
  • Ensure that the Director is on time and properly briefed for all meetings and events
  • Attend, manage agendas and takes minutes at key meetings
  • Respond quickly and effectively to the Director’s need for information or support
  • Serves as an enabling point of contact between IAS offices and the Director, especially with Development and Communication.  Partner with the Chief Development Officer and Chief of Staff to strategically manage the Director’s calendar and travel schedule.
  • Maintains an atmosphere in the Director’s office that is calm and orderly, warm and welcoming but also respectful of the Director’s time and energy
  • Manages projects and output coming from the Director, such as mass letters, emails, holiday cards, or gifts.  Establish deadlines, communicate expectations, and manage projects to conclusion
  • Input and track relevant information in Raiser’s Edge.
  • Responsible for budgetary oversight for the Director’s Office operations, Board of Trustees, Director’s Visitors, visiting committees, etc.
  • Provide support for the Director’s membership on boards, councils and task forces external to the Institute
  • Responsible for overall quality of all written material produced for Director’s signature
  • Provide backup to other administrative support positions in the Director’s Office
  • Communicate and serve as a resource regarding Institutional affairs with the Director’s spouse, including events at Olden Farm.

All other duties, responsibilities, and special projects, as assigned by the Director

Skills and Abilities

  • A strong work ethic, ability to work well with people from a multitude of backgrounds, diplomacy, calm demeanor, excellent judgment and confidentiality are essential characteristics for the incumbent.
  • Ability to manage multiple projects, be flexible, and also detail oriented.
  • Excellent written and oral communication skills, and analytical and organizational skills.
  • Ability to exercise sound judgment and with discretion.  Ability to work under pressure and meet short deadlines.
  • Sound knowledge of the Institute’s programs, practices, policies and procedures.
  • Able to operate independently, set goals and be disciplined in achieving them with minimal supervision.

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree required.
  • Minimum of five years administrative and secretarial experience, with at least three years’ experience providing support at an executive level.
  • Ability to work well with people from a multitude of backgrounds, diplomacy, calm demeanor, excellent judgment and confidentiality are required.
  • Strong interpersonal skills, a high level of tact and the ability to interact with all members of the Institute community are needed.
  • Proficiency with Microsoft Office applications, including Word and Excel, is expected.  Knowledge of Raiser’s Edge strongly 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.  Interested candidates please apply to the position at: ias.synchr-recruit.com/job/75564/executive-assistant-to-the-director