Job Postings

Academic Assistant/Astrophysics Group

 

JOB TITLE:            Academic Assistant/Astrophysics Group                                                           

DEPARTMENT:       School of Natural Science

REPORTS TO:         School Administrative Officer           

Position Summary:                                                                                             

To provide general secretarial and office support to the Astrophysics faculty as well as Astrophysics members, visitors and the School Administrative Officer.

Position Duties and Responsibilities:

Data Analysis and Web Content Management

Leverage strong experience with Microsoft Excel to analyze data on behalf of school initiatives and administrative priorities.  Prepare reports that track member demographics and add capabilities as needed. Using Drupal, prepare webforms and maintain record management for postdoc mentoring. Act as an interface with IT on creating and implementing web content and applications.

Assist Astrophysics Faculty Members:  Assist with letters of recommendation; prepare travel itineraries, obtain travel documents (visas, renew passports), communicate with institutions they are visiting regarding talks, accommodations, limo pickups; submit invoices and travel reimbursements; maintain faculty calendars; screen, respond and provide information to inquiries received through telephone calls, e-mail, postal mail and in person visitors; take accurate messages and refer inquires to appropriate individuals; make photocopies.

Liaison for Astrophysics Members and Visitors:  Provide general secretarial and office support to members and visitors in the astrophysics group including: travel reimbursements, general member questions, tracking arrival and departures, arranging STV housing/office assignment; prepare offices for new members and visitors; make office door name labels; request maintenance, painting or cleaning service through SchoolDude.

Assist Astrophysics seminar and conference organizers

Seminars: Assist seminar organizers and faculty; communicate with speakers, arrange housing and office needs, prepare travel reimbursements, add seminar information to IAS calendar and other outside calendars; advertise talks through announcement and send reminder emails; communicate with A/V to record seminars or set up Zoom links.

Conferences: Assist conference organizers; make room reservations in FSDirect or create Zoom links. Design website in Drupal; set up a registration page for the conference including Eventbrite for the collection of fees. Communicate with lecturers and attendees regarding accommodations, travel expenses, titles of talks. Coordinate coffee breaks, lunch, dinners or other special events with the Dining Hall and Events team. Enter work order into FSDirect to arrange for lectures to be recorded and other various requests for the maintenance department. Review food/drink contracts for accuracy. Manage registration table.

General Administrative Duties:

  • Maintain the IAS Astrophysics website, online calendar and physical bulletin boards
  • Correspond with journal publishing firms to authorize payment for members papers before publication.
  • Provide minimal support to emeriti such as occasional correspondence, forwarding mail or scanning materials.
  • Prepare Astrophysics section pages for the IAS Annual report
  • Provide backup support to other Academic Assistants as needed, to contribute to the efficiency and effectiveness of school operations.
  • Keep office supply closet stocked, ordering additional supplies as needed.
  •  Contact maintenance department for building problems/repairs as necessary.

Skills and Abilities

  • Strong administrative and database experience; Excel, Web content management (i.e., Drupal, Wordpress)
  • Attention to detail and excellent written and verbal communication skills.

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree or equivalent required
  • 3-5 years secretarial experience in an academic environment preferred.                    
  • Office and computer software skills (Word, Excel, Drupal, Adobe Acrobat DC) required.
  • Strong written and verbal communication skills required.
  • Excellent interpersonal skills, as well as the ability to work cooperatively in a team environment and share expertise with others 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:  https://ias.synchr-recruit.com/job/202473/academic-assistant-astrophysics

Academic Assistant/Center for System Biology

 

JOB TITLE:               Academic Assistant                                                    

DEPARTMENT:        School of Natural Science/Center for Systems Biology                 

REPORTS TO:           SNS Administrative Officer              

Position Summary      

Responsible for providing administrative assistance and clerical support to the Center for Systems Biology Faculty, Members, and Visitors and the School Administrative Officer.

Position Duties and Responsibilities

Responsible for providing general secretarial office support for the Center for Systems Biology

Database and Web Content Management

Ability to interface with central IAS software system for up to date management of School information. Strong Excel experience with an understanding of data relationships required. Prepare reports that track member demographics and add capabilities as needed. Using Drupal, prepare webforms and maintain record management. Act as an interface with IT on creating and implementing web content management.

Assist Center for System Biology Faculty Members

Proof read scientific papers; format LaTex documents and articles for journal publication; database and bibliography management; prepare letters of recommendation; prepare travel itineraries, obtain travel documents (visas, renew passports), communicate with institutions they are visiting regarding talks, accommodations; submit invoices and travel reimbursements; maintain faculty calendars; screen, respond and provide information to inquiries received through telephone calls, e-mail, postal mail and in person visitors; make photocopies.

Liaison for Center for System Biology Members and Visitors

Provide general secretarial and office support to members and visitors in the Center for Systems Biology group including: travel reimbursements, general member questions, tracking arrival and departures, arranging STV housing/office assignment; prepare offices for new members and visitors; make office door name labels; request maintenance, painting or cleaning service through SchoolDude.

Assist Center for System Biology Seminar and Conference organizers

Seminars: Assist seminar organizers and faculty; communicate with speakers, arrange housing and office needs, prepare travel reimbursements, add seminar information to IAS calendar and other outside calendars; advertise talks through announcement and send reminder emails; communicate with A/V to record seminars or set up Zoom links.

SNS Conferences: Assist conference organizers; make room reservations in FSDirect or create Zoom links. Design website in Drupal; set up a registration page for the conference including Eventbrite for the collection of fees. Communicate with lecturers and attendees regarding accommodations, travel expenses, titles of talks. Coordinate coffee breaks, lunch, dinners or other special events with the Dining Hall and Events team. Enter work order into FSDirect to arrange for lectures to be recorded and other various requests for the maintenance department. Review food/drink contracts for accuracy. Manage registration table.

General Administrative Duties:

  • Maintain the IAS Center for Systems Biology website, database (P3), online calendar and physical bulletin boards.
  • Maintain the CSB library.  Submit requests for new book purchases to Mathematics-Natural Sciences librarian.
  • Sort and distribute incoming mail. Forward mail to previous members.
  • Correspond with journal publishing firms to authorize payment for members papers before publication.
  • Keep office supply closet stocked, ordering additional supplies as needed.
  •  Contact maintenance department for building problems/repairs as necessary.
  • Provide backup support to other Academic Assistants as needed, to contribute to the efficiency and effectiveness of school operations.

All other duties as assigned by the School Administrative Officer

Skills and Abilities

  • Strong administrative, office and computer experience
  • Attention to detail and excellent written and verbal communication skills
  • Excellent interpersonal skills, as well as the ability to work cooperatively in a team environment
  • Experience with proof reading/editing scientific texts preferred
  • Knowledge of or willingness to learn LaTex, journal conversion formatting
  • Database and bibliography management required
  • Prior experience in an academic setting preferred

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree or equivalent required
  • 3-5 years secretarial experience preferred.        
  • Office and computer software skills (Word, Excel, Drupal, Adobe Acrobat DC) required.
  • Strong written and verbal communication skills 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/209908/academic-assistant-sns-csb

Part Time Academic Assistant

 

JOB TITLE:              Part Time Academic Assistant                                                    

DEPARTMENT:        School of Natural Science/Center for Systems Biology                 

REPORTS TO:           SNS Administrative Officer   

Position Summary    

Responsible for providing administrative assistance and clerical support to the Center for Systems Biology Emeritus Faculty.

Position Duties and Responsibilities

Responsible for providing general secretarial office support for the Center for Systems Biology

Assist Center for System Biology Emeritus Faculty

With letters of recommendation; prepare travel itineraries, obtain travel documents (visas, renew passports), communicate with institutions they are visiting regarding talks, accommodations, limo pickups; submit invoices and travel reimbursements; maintain faculty calendars; screen, respond and provide information to inquiries received through telephone calls, e-mail, postal mail and in person visitors; take accurate messages and refer inquires to appropriate individuals; make photocopies.

Skills and Abilities

  • Strong administrative, office and computer experience.
  • Attention to detail and excellent written and verbal communication skills.

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree or equivalent required
  • 3-5 years secretarial experience preferred.                                                                 
  • Office and computer software skills (Word, Excel, Adobe Acrobat DC) required.
  • Strong written and verbal communication skills required.
  • Excellent interpersonal skills, as well as the ability to work cooperatively in a team environment.

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 candidates please apply to the position at: ias.synchr-recruit.com/job/210093/part-time-academic-assistant-17-5-hours-per-week

 

 

 

 

Mechanic/Groundskeeper

 

JOB TITLE:             Mechanic/Groundskeeper

DEPARTMENT:       Facilities

REPORTS TO:         Grounds Supervisor

Position Summary The Mechanic/Groundskeeper position is responsible for the maintenance of all Grounds equipment and the overall appearance of the Institute’s grounds.

Position Duties and Responsibilities

Responsible for supporting the overall appearance of the IAS grounds

  • Following manufacturers’ recommended procedures, performs preventive maintenance and repairs of Grounds equipment (commercial landscaping equipment including two-cycle engines).
  • Troubleshoots equipment problems using a variety of diagnostic tools.
  • Welds metal members of various Grounds equipment such as mower decks.
  • Maintains a clean and safe work area.
  • Ensures that all groundskeeping equipment and supplies are maintained in a safe and secure environment at all times; e.g., shovels, power mowers and trimmers, riding equipment, gasoline and diesel fuels, herbicides and insecticides, etc.
  • Based on health and season cycle, mows turf, weeds, prunes, fertilizes, mulches or treats plant material and flower beds.
  • Removes and appropriately disposes of all fallen leaves, weeds and all plant material in accordance with established procedures.
  • Appropriately removes snow and ice by utilizing snow plows, shovels, de-icing agents; e.g., calcium chloride, magnesium chloride, or road salt, as situation demands.

All other duties as assigned by the Grounds Supervisor

Skills and Abilities

  • Ability to clearly and concisely communicate with Grounds Supervisor and Groundskeepers.
  • Ability to lift and carry fifty pounds.
  • Ability to climb ladders while carrying and using equipment such as electric clippers.

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • High School Diploma or equivalent required.
  • Small engine mechanic certificate required.
  • Welding training certificate preferred.
  • 1 – 3 years of related experience preferred.
  • Analytical knowledge of groundskeeping equipment required
  • Must possess a valid driver’s license

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/212363/mechanic-groundskeeper

Carpenter/Painter

 

JOB TITLE:             Carpenter/Painter                                                      

DEPARTMENT:       Facilities

REPORTS TO:         Maintenance Supervisor

Position Summary   

The Carpenter/Painter position is responsible for general carpentry and painting duties across the Institute campus.  All other duties, as assigned by the Maintenance Supervisor.

Position Duties and Responsibilities

Responsible for general painting and preventative maintenance duties across the Institute campus

  • Assists in carpentry, flooring, concrete, door and hardware, cabinetry, office furniture, interior and exterior trim work and acoustic ceiling installations and repairs.
  • Takes measurements and calculates the size and amount of materials needed. Measures, cuts, and shapes wood, plastic, and other materials.
  • Inspects and replaces damaged woodwork or other structures and fixtures.
  • Repairs damaged roofs (asphalt shingles and flat roofs).
  • Paints or stains walls, floors and ceilings, fences, furniture, cabinetry, etc. May also paint building exteriors.
  • Effectively coordinates work to be completed with appropriate maintenance specialty; e.g., electricity, carpentry, etc., to ensure a quality end product that is completed within established timeframe.
  • Ensures that all equipment and supplies are maintained in a safe and secure environment at all times; e.g., paint cans, solvent, rags, ladders, scaffolding, lighting, etc.
  • Provides assistance to other maintenance areas, as needed, to include 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 climb and perform work on ladders, lifts and scaffolding at various heights.
  • Ability to safely use basic hand and power tools.

Supervisory Responsibilities

None

Education, Experience and Knowledge

  • High School Diploma or equivalent required.
  • Minimum of three years’ experience strongly preferred.
  • Valid driver’s license required.
  • Carpentry and painting experience 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:   https://ias.synchr-recruit.com/job/212360/carpenter-painter