School Administrative Officer

New Jersey, United States
Competitive Salary
Jun 13, 2021
Employment Level
Employment Type
Full Time

Position Summary   

Reporting to the School Executive Officer, the School Administrative Officer manages the administrative operations of the School of Social Science. Responsibilities include leadership of the School’s staff, support of the permanent Faculty, management of  the Member application process, oversight of the School budget and website, and collaboration with other Institute offices and  departments, external partners and vendors.  Performing other duties, as assigned by the School Executive Officer. 

Position Duties and Responsibilities

Serve as the senior administrative professional on behalf of the School of Social Science (90%)

  • Communicates with the Executive Officer of the School and, in consultation with the latter, carries out administrative duties related to the function of the School, such as responding to inquiries regarding Membership or Visitorship.
  • Initiates, communicates and implements School regulations and policies to Faculty, Members and Visitors; provides information and support to Faculty.
  • Recruits, hires, trains, supervises and evaluates the Academic Assistants to ensure adequate support for the work of Faculty, Emeriti, Visiting Professors, Members and Visitors.
  • Coordinates the Member application process, which includes preparing and distributing announcements, compiling and maintaining applicant lists, issuing invitation letters, negotiating stipends, and orienting new Members, as well as liaising with the appropriate IAS offices regarding arrangements for Members’ visas, housing, and office space.
  • Prepares and reviews budget/financial reports with Comptroller’s Office and Executive Officer.
  • Prepares annual grant reports for government and foundation funding; assists the Development Office with grant funding applications as needed.  Reviews grant budgets and tracks spending.
  • Maintains historical and current statistical information about the School and provides databases, spreadsheets, reports and analysis to the Faculty and other Institute offices and departments as needed.
  • Prepares School publications and School contributions to Institute-wide publications including for the Introductory booklet, the Annual Report, and, the annual School Archive.
  • Prepares written and analysis materials for Trustee and Faculty meetings.
  • Plans and coordinates School meetings, seminars, conferences and other convenings.
  • Acts as liaison with other Schools and administration to coordinate services, processes, regulations and policies.
  • Supports Faculty search and recruitment process. In consultation with Faculty, maintains School website, assuring accurate information about the School, Faculty, Visitors and Members events, and activities.
  • Manages the use and any facilities-related concerns of offices and seminar spaces allocated to the School.
  • Coordinates requests for new equipment as approved by the Executive Officer.
  •  Maintains adequate levels of office supplies and equipment; tracks inventory and orders supplies as needed.

All other duties as assigned by the School Executive Officer (10%)

Skills and Abilities

  • Excellent written and verbal communication skills and the ability to collaborate and work in a team environment.
  • Strong organizational, problem-solving and decision-making skills.
  • Effective interface with wide range of diverse constituencies – Faculty, Visiting Scholars, Members, support staff, other Institute personnel, donors, and Trustees -- while setting a tone of respect and collegiality.
  • Calm adaptation to changes, delays or unexpected events. 
  • Ability to develop strategies to achieve organizational goals.
  • Capability to set expectations, motivate, and monitor delegated activities of support staff.
  • Flexibility and discretion is essential.

Supervisory Responsibilities

  •  Academic Assistant (2)

Education, Experience and Knowledge

  • Bachelor’s Degree or equivalent required.  Advanced degree preferred.
  • A minimum of 7 to 10 years of professional administrative experience, including prior experience in an academic environment.
  • Prior experience in a supervisor position.
  • High proficiency with MS Office required.
  • Knowledge of grant writing and reporting procedures preferred.

The Institute for Advanced Study is an equal opportunity institutionencouraging a diverse pool of applicants.  We believe in the inherentvalue of diversity and equal opportunity, recognizing that a truly diverseworkforce will bring a wider array of perspectives, as well as more innovativeand effective solutions, to the organization.   As a community dedicatedto intellectual inquiry, we are resolutely committed to the values ofdiversity, equity, and inclusion.   

We offer a competitive salary and benefits package, which includessubsidized health and dental insurance, an excellent retirement plan, and agenerous paid time off program. 



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