JOB DETAILS

Academic Assistant - School of Mathematics

CompanyInstitute for Advanced Study
LocationPrinceton
Work ModeOn Site
PostedFebruary 28, 2026
About The Company
The Institute for Advanced Study is a leading center for theoretical research and discovery dedicated to advancing the frontiers of knowledge across the sciences and humanities. Each year, 250 of the world’s most promising post-doctoral researchers and scholars are welcomed as Members to a campus dedicated to collaboration, excellence, and independent inquiry. They are mentored by a permanent Faculty, each of whom are preeminent leaders in their fields. Among present and past Faculty and Members are Albert Einstein, Erwin Panofsky, J. Robert Oppenheimer, numerous Nobel Laureates, Fields Medalists, Abel Prize Laureates, MacArthur and Guggenheim fellows, and winners of the Wolf, Holberg, Kluge, and Pulitzer Prizes.
About the Role

Description


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 led 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 and Post-Doctoral Tracking
  • Administers the annual Salem Prize
  • Completes monthly P3 updates for previous Members
  • Updates and maintains spring and fall award nomination lists
  • Processes 50% of the School’s ELP forms

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

Requirements

 

Minimum Qualifications

  • Bachelor’s degree
  • 1 year in an administrative role
  • 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

Working Conditions


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 retains the right to change or assign other duties to this position at any time. 


The anticipated pay range for this position is $52,000 to $56,000. We offer a comprehensive benefits package that includes medical, dental, and vision insurance; life insurance; short- and long-term disability coverage; flexible spending accounts; paid holidays; paid time off; tuition assistance; retirement plans; and an employee assistance program.


For consideration, please provide a cover letter with your resume.


The desired start date is May 26, 2026.


The Institute for Advanced Study is an Equal Opportunity Employer.

Key Skills
Administrative AssistanceClerical SupportFaculty SupportSeminar OrganizationWorkshop CoordinationConference PlanningGrant Report MonitoringOnboarding GuidanceFacilities RequestsData CompilationLetter DraftingReimbursement ProcessingDrupalLaTeXMicrosoft WordGoogle Sheets
Categories
AdministrativeEducationScience & Research
Benefits
Medical InsuranceDental InsuranceVision InsuranceLife InsuranceShort-Term Disability CoverageLong-Term Disability CoverageFlexible Spending AccountsPaid HolidaysPaid Time OffTuition AssistanceRetirement PlansEmployee Assistance Program
Job Information
📋Core Responsibilities
The Academic Assistant provides essential administrative and clerical support to the School Administrative Officer, Faculty, Members, and Visitors, focusing heavily on faculty support, including preparing correspondence, organizing seminars, and coordinating visits. The role also involves significant member support, such as managing onboarding processes and processing reimbursements, alongside coordinating school projects like named lecture series and award administration.
📋Job Type
full time
💰Salary Range
$52,000 - $56,000
📊Experience Level
0-2
💼Company Size
451
📊Visa Sponsorship
No
💼Language
English
🏢Working Hours
40 hours
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