Academic Assistant, Support JDW Professor, School of Social Science

JOB TITLE: Academic Assistant

DEPARTMENT: School of Social Science

REPORTS TO: School Administrative Officer

Position Summary

Reporting to the School Administrative Officer, the incumbent will be responsible for providing broad administrative support to Professor Didier Fassin and the School Administrative Officer.

Position Duties and Responsibilities

Support the James D. Wolfensohn Professor (40%)

• Provide broad administrative support to faculty member. Tasks may include drafting, editing, and proofreading communications, presentation materials, and scholarly works; handling inquiries; and liaising with visitors.
• Assist with the preparation of book and article manuscripts, including archival and general research, proofreading, and interacting with both internal and external contacts to ensure a quality end-product.
• Arrange meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers.
• Organize domestic and international travel itineraries. Make travel and accommodation arrangements. Process expense reports and reimbursement/payment requests.
• Establish, maintain, process, and update files, records, and other documents. Prepare and distribute reports, as needed. Process expense reports and reimbursement/payment requests.
• Coordinate the purchase and borrowing of books and other research materials as needed.
• Keep faculty member's web presence up-to-date.
• Provide content editing for the global-crisis.org website.
• Compile, proofread, and coordinate the printing and distribution/online publication of the annual Archive of the School.

Support the Administrative Officer (40%)

• Provide broad administrative support to administrative officer. Tasks include assisting with annual fellowship application process; compiling, updating, and managing School calendars, web pages, mailing lists, records and databases; drafting School reports, correspondence, and other communications; monitoring and managing School equipment and supply inventory; coordinating yearly turnover of offices; planning and managing School events; working with other departments and operating units to address day-to-day administrative and operational matters.
• Serve as liaison to annual cohort of visiting fellows (a.k.a. Members). Responsibilities include serving as first point of contact for Member questions and requests; arranging meeting space and coordinating communications for workshops and other Member-run activities; processing research fund reimbursement requests and tracking budgets; organizing and managing the annual Member Commons Library; ordering supplies; maintaining coffee station.
• Handle inquiries from past Members, prospective applicants, and others.
• Arranging meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers and guests.
• Provide support to Visiting Faculty as requested and assist with the preparation of Faculty offices.
• Prepare, proofread and publish "Occasional Papers" and other School publications, as assigned.

All other duties as assigned by the School Administrative Officer, in coordination with the Faculty (10%)

• Assist with special programs and other School activities as needed.
• Provide back-up support to other administrative personnel, as needed, to contribute to the efficiency and effectiveness of School operations.
• Provide support to Visiting Faculty as needed.

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

Supervisory Responsibilities

• None

Education, Experience and Knowledge

• Bachelor's degree or equivalent required
• 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.

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.