Job Postings

Position Summary

The Administrative Services Supervisor coordinates the activities of the Administrative Services (mail, transportation, office supply, store, printing, office equipment) and Public Safety staff. 

The incumbent is responsible for managing the IAS fleet, electronic key box, scheduling trips passengers, monitoring all mail and shipping activity, scheduling and training Public Safety staff, performing emergency drills and campus wide presentations, manage the office supply inventory and special orders, overseeing store activity, and managing service calls for MFPs on campus.  Administer the door access system on campus including ID card production and programming. All other duties as assigned by the Chief Facilities Officer.

Essential Job Duties

Manage office supply, MFPs, and door access system (20%)

  • Fill supply requests, maintain inventory, and place office supplies orders for the schools and other departments as well as replenishing on-hand inventory.  Assist in performing inventory of the office supply warehouse annually.
  • Perform the liaison function for the servicing of MFPs on campus. 
  • Manage door access system and ID card production

Manage vehicle fleet and all transportation related needs (25%)

  • Schedule trips with transportation vendors and IAS vehicles and drivers to ensure that all faculty and visitors are served.  Coding billing to proper departments after trips are completed.
  • Coordinate transportation for all meetings and conferences to local hotels and meeting sites as directed. Occasionally drive to outside vendors for services and supplies.
  • Maintain Car Care program on all IAS vehicles for maintenance and credential renewal. 
  • Managing the shuttle program.
  • Renewing vehicle registrations and insurance for our fleet.
  • Managing the driver safety program.
  • Manage service and repair of vehicle fleet

General mail and office responsibilities (20%)

  • Oversee all incoming and outgoing mail and shipping to insure proper delivery, and maintain balance of postage machine.
  • Provide necessary reporting to business office.
  • When other members of Administrative Services department are not available or when important projects arise, perform printing and supply requests.
  • Program and monitor the electronic key box program to confirm entry & return of all keys and credit cards by staff members. 

Manage safety and security on campus (25%)

  • Assign daytime security presence/response on IAS campus.
  • Assign on-location security at IAS events.
  • Help with critical incident management on the IAS campus.
  • In conjunction with the Chief Facilities Officer, monitors investigation related to safety and security items. 
  • Conduct on-going evaluations of existing IAS emergency plans and procedures, along with a continuing assessment of security related risks at all IAS facilities.
  • Provide safety and security education to the entire IAS community. Give presentations to groups as requested. 
  • Participate in the annual IAS campus wide emergency plan review and recertification.
  • Plan, design, implement and evaluate emergency drills of IAS emergency plans and procedures.
  • Establish and maintain relationships with local and county law enforcement, Emergency Management officials, and Princeton Emergency Response organizations by serving as an IAS liaison to these communities.
  • Prepare scheduling for Public Safety staff and work evening shifts if necessary.

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

Minimum Qualifications 

  • Excellent organization and communications skills
  • Ability to follow written and verbal directions and to work independently 
  • Ability to prioritize and multi-task. 
  • Discretion in handling confidential documents
  • Strong attention to detail
  • Proficiency in Word and Excel and general computer skills
  • Strong public speaking and presentation abilities
  • High School Diploma
  • Valid driver’s license

Preferred Qualifications 

  • Bachelor’s degree
  • Emergency response, emergency planning, emergency drill and emergency management experience strongly preferred 

Supervisory Responsibilities 

Total of 11 staff. (2) FT Administrative Services Assistant, (1) PT Administrative Services Assistant, (2) FT Public Safety Officers, (6) PT Public Safety Officers. 

Working Conditions

  • Ability to lift and carry 50 pounds
  • Occasional need to work evening, weekend, or holiday hours

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.

We offer a competitive salary and benefits package.  For consideration please apply with a cover letter and resume using this link: 

https://recruiting.paylocity.com/recruiting/jobs/Details/2514222/Institute-for-Advanced-Study/Administrative-Services-Supervisor

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.

Position Summary

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

Essential Job Duties

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%)

  • Creates reports and assists with data management.

All Other Duties as Assigned by the Administrative Officer (10%)

Minimum Qualifications

  • Associate’s degree or equivalent experience
  • Experience working in an office environment
  • 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 G-Suite and Microsoft Word and Excel
  • Ability to type at least 40 words per minute
  • Ability to learn new technologies

Preferred Qualifications

  • Bachelor’s Degree
  • Experience working in higher education
  • Knowledge of Drupal
  • Knowledge of LaTeX 

Supervisory Responsibilities

N/A

Working Conditions

Standard office environment; 6-7 hours per day at a computer.

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.

We offer a competitive salary and benefits package which includes partially Institute paid health, vision and dental insurance, an excellent retirement plan, and a generous paid time off program. For consideration please apply with a cover letter and resume using this link: 

https://recruiting.paylocity.com/recruiting/jobs/Details/2469695/Institute-for-Advanced-Study/Academic-Assistant---School-of-Mathematics---1-year-appointment-with-potential-to-extend

Diversity, Equity & Inclusion Statement

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.” We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.

Position Summary

Reporting to the School Administrative Officer, the incumbent will be responsible for providing administrative 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 executive assistant support to faculty member. Tasks include:

  • Maintain faculty member’s calendar, including making appointments and prioritizing the most time-sensitive matters. 
  •  Serve as liaison with outside organizations and institutions to arrange speaking and other 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, and guest bios.
  •  Establish, maintain, process, and update files, records, and other documents. Prepare and distribute reports, as needed.
  •  Process expense reports and reimbursement/payment requests.
  • Draft and edit memos, letters, and correspondence; assisting in the preparation of materials for presentations.
  • Proofread manuscripts to ensure a quality end-product. Work with internal departments to coordinate all aspects of committee service and other IAS activities.
  • Arrange on-campus meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers and guests.

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

Education, Experience and Knowledge

  • Associate’s degree required, Bachelor’s degree preferred
  • 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.

We offer a competitive salary and benefits package.  For consideration please apply with a cover letter and resume using this link:

https://recruiting.paylocity.com/recruiting/jobs/Details/2450447/Institute-for-Advanced-Study/Academic-Assistant

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.

Position Summary

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

Reporting to the Director of Development Operations, the Development Data and Prospect Research Manager provides critical support for revenue generation at the Institute by efficiently collecting, entering, and reporting on fundraising data; optimizing the use of fundraising systems; providing data-driven insights and analysis; and identifying, evaluating, and reporting on existing and potential sources of philanthropic support to advance IAS priorities. This position requires a flexible blend of quantitative and qualitative research and communication skills.

Position Duties and Responsibilities

Prospect identification, assessment, and research (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 creatively and thoughtfully 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 of 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.
  • 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.
  • Collaborate with prospect managers to optimize prospect pipelines by providing appropriate analysis and actionable support to inform prospect strategies, including participating in regular prospect strategy meeting with key stakeholders.
  • 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 Development Operations to refine and communicate systems, policies, and procedures for efficiently tracking donors and prospects. 

Gift and data entry (25%)

  • Ensure that the entry of gifts and other critical fundraising data is complete, consistent, organized, and aligned with industry best practices to support donor relations, facilitate queries and reporting, and enable strategic internal decision-making.
  • Create and maintain accurate constituent records, including biographical information, contact information, interactions with IAS, media, notes, event attendance, and other attributes.
  • Provide technical support to all users of the database and serve as the primary point of contact for donor questions related to gifts, acknowledgments, email preferences, and other day-to-day donor needs.

Reporting, analysis, and management of database and other development systems (25%)

  • Produce regular gift, pledge, and reconciliation reports, donor lists, and other ad hoc reports as needed.
  • Assist in designing audits and lead clean-up projects to maintain integrity of all data in Raiser’s Edge, MailChimp, and other critical Development platforms. 
  • Identify and recommend upgrades, new or revised business rules and procedures, and data migration projects, and assist ITG team in managing implementation as needed.
  • Coordinate with Director of Development Operations to identify and assess opportunities and trends in IAS fundraising data, providing actionable data-driven insights to enhance fundraising strategies.
  • Coordinate with Director of Development Operations to design, implement, and revise data visualizations to present complex information and analysis in a clear and concise manner suitable to a variety of stakeholders.

Subject matter expertise, professional development, and other responsibilities as assigned (10%)

  • Via courses, webinars, and professional conferences, stay abreast of all developments in industry best practices, tools, subscriptions, and emerging conversations related to gift recording, database management, and prospect research, particularly related to IRS charitable giving guidelines, ethical intelligence-gathering techniques, the protection of donor privacy, and fundraising data analysis.
  • Other duties and responsibilities as assigned. 

Qualifications

  • Superior quantitative analysis and strategic thinking skills. Ability to quickly dissect complex problems and design and execute efficient solutions. 
  • Exceptional presentation skills, both written and oral. Adept at describing data clearly and concisely in both visual and narrative form, using a variety of platforms to meet the needs of a wide range of audiences.
  • 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.
  • 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. 
  • Highly proficient in Excel or other tools for data manipulation and analysis. Exceptional proficiency with other standard office technology, including database management software and other Microsoft Office platforms.
  • Experience in Raiser’s Edge preferred.
  • Experience with data visualization tools such as PowerBI, Tableau, or Qlik preferred. 
  • Prior experience in prospect research and associated tools and platforms preferred.

Supervisory Responsibilities

  • None

Education, Experience, and Knowledge

  • Bachelor’s degree or at least five years of equivalent experience required.

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.

We offer a competitive salary and benefits package.  For consideration please apply with a cover letter and resume using this link: 

https://recruiting.paylocity.com/recruiting/jobs/Details/2503647/Instit…

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.

Hours: Wednesday, Thursday and Friday from 4:30 pm – 9:30 pm.

The bartender is responsible for operating and maintaining the bar area; taking and fulfilling food and drink orders and providing a welcoming atmosphere for all.

Position Duties and Responsibilities

  • Receive drink orders from patrons or wait staff.
  • Mix and serve alcoholic and non-alcoholic drinks for patrons of bar following standard recipes. Mixes ingredients such as liquor, soda, water, sugar and bitters, to prepare cocktails and other drinks. Serve wine and bottled beer.
  • Handle point of sale system.
  • Order or requisitions liquors, other beverages and supplies.
  • Prepare garnishments for cocktails.
  • Wash and sterilize glassware.

Timing of specific duties

4:00 pm 

  • Unlock Bar and cabinets
  • Turn on Coffee machine
  • Fill up ice bin
  • Check stock: liquor, wine, beer, sparkling water, soda, juice, fruit, nuts, olives, condiments
  • Fill up water tower
  • Put wine/food menus out

5:00 pm

  • Open Bar
  • Turn on TV; Music
  • Service:
  • Olives and nuts are to be served with every order.
  • Food orders:
  • Communicate special orders to kitchen via radio 
  • Take order – deliver silverware, nuts & olives to table with table number
  • Take food and condiments to table
  • Check on tables to see if guests need anything else from the bar or kitchen
  • Clear tables

8:00 pm

  • Kitchen closes
  • Have chips and/or snacks available for purchase 

8:30 pm

  • Clear tables in all rooms and Outside tables
  • Run dishwasher re stock glassware
  • Re stock bar items from downstairs
  • Make a list for out of stock items (Check downstairs before listing)

8:45 pm

  • Make last call
  • Clean coffee machine
  • Rinse mats 
  • Wash bar trays
  • Take dirty dishes/silverware to kitchen and place in sink with sanitizer

9:00 pm

  • Wipe down bar
  • Wash sinks
  • Make sure all alcohol is locked up in cabinets
  • Gather used bar towels and bring back to Kitchen Laundry
  • Lock up Bar 

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

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.

For consideration please apply with a cover letter and resume using this link: https://recruiting.paylocity.com/recruiting/jobs/Details/2425564/Institute-for-Advanced-Study/Part-time-Bartender

Position Summary

Reporting to the IT Manager, Software Engineering and working with administrative and technical staff, will develop, modify and maintain the Institute’s custom web-based and CLI-based software applications and public websites. 

Essential Job Duties

Build, maintain and monitor custom web and CLI software applications.  (60%)

  • Under the guidance of the IT Manager, develop and integrate software systems in support of the Institute’s initiatives
  • Employ proper change management and software development lifecycle techniques
  • Work with peers and end users to develop requirements and provide support for software systems

Build, maintain and monitor public websites. (30%)

  • Work with Institute stakeholders and outside partners to develop and maintain the Institute’s web presence.
  • Conduct routine testing and assessments of existing sites and their functionality
  • Support IAS content contributors in their use of these sites

All other duties and responsibilities, as assigned by the IT Manager, Software Engineering (10%)

Minimum Qualifications

  • BA or BS Degree in Computer Science, Information Technology or a related field
  • Proficiency in an object-oriented programming language
  • Demonstrates an ability to learn new technologies
  • Shows interest and aptitude in building software systems and tools
  • Strong communication skills - both verbal and written

Supervisory Responsibilities

  • None

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.

We offer a competitive salary and benefits package.  For consideration please apply with a cover letter and resume using this link: 

https://recruiting.paylocity.com/recruiting/jobs/Details/2500475/Institute-for-Advanced-Study/Software-Engineer

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.