• Hybrid work policy and excellent work-life balance
• Generous benefit offerings including:
  • 9.5% employer contribution to 403(a) Retirement Plan
  • 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  • Medical and Dental coverage with Employer cost share
  • Voluntary Vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
  • 12 paid holidays
  • Paid time off starting at 21 days per year
  • $500 Computing benefit to be used for set up of home office (for applicable roles)
  • Tuition Reimbursement
  • Commitment to equity, diversity, inclusion and a welcoming environment

SUMMARY:

Under limited supervision, this position is responsible for providing advanced administrative support to the Associate Vice President of Equity, Diversity, and Inclusion, as well as staff support for other projects in the Office of Equity, Diversity, and Inclusion.

ESSENTIAL FUNCTIONS:

Administrative Duties:

• Perform a variety of administrative and clerical duties including, but not limited to: monitoring and processing mail (including email and email aliases); preparing correspondence, documents, and reports; purchasing supplies and miscellaneous items; managing electronic and paper files; greeting visitors, screening calls; etc.
• Manage the calendar for the Associate Vice President of Equity, Diversity, and Inclusion including organizing meetings (scheduling, handling logistics, preparing agendas and materials, and documenting actions), handling travel arrangements, and preparing/processing travel vouchers and expense reimbursements.

Correspondence, Communications, and Interactions:

• Organize and prepare routine and non-routine correspondence.
• Coordinate and facilitate interactions between the Associate Vice President of Equity, Diversity, and Inclusion and other AMS departments, divisions, and offices. Serve as the primary liaison between the Associate Vice President of Equity, Diversity, and Inclusion and AMS staff.

• Maintain email folders, digital files, intranet pages, and documents related to the functions of this position.

• Create and maintain various web pages (public and private).

Meetings and Committees:

• Coordinate and budget for small meetings and events on behalf of the Office of Equity, Diversity, and Inclusion.
• Provide staff and logistical support for the Committee on Equity, Diversity, and Inclusion (COEDI) including the preparation of all meeting materials (e.g., agendas, actions, minutes, and etc.), as well as planning and managing single and multi-day meetings and events (w/logistics assistance from the AMS Meetings Department).

• Prepare meeting schedule and materials in preparation for the Associate Vice President's participation in AMS policy committee meetings and other important meetings, as needed.

• Provide staff support for other AMS committees, both standing and ad hoc, as assigned.

Reports, Projects, and Analyses:

• Prepare report drafts using Microsoft office products.
• Prepare and monitor budgets for review and analysis.
• Plan and implement assigned projects and programs.
• Assist with developing annual operating plans and long-range plans for the Office.
• Assist in preparing grant proposals and in monitoring expenditures for funded projects.

• Manage ad hoc, intermittently occurring, and/or special projects.

Other Duties:

• Perform other duties as assigned.

INTERNAL AND EXTERNAL RELATIONSHIPS:

• Internal: Report to and communicate with the Associate Vice President of Equity, Diversity, and Inclusion in the Office of Equity, Diversity, and Inclusion, keeping abreast of and sharing relevant information, events, and deadlines. Frequently interact with division/office/department heads, as well as many other staff members in all AMS offices. Maintain good working relationships with the Associate Vice President of Equity, Diversity, and Inclusion and other AMS staff throughout the organization. Assist and/or accommodate AMS staff, whenever possible, during their busy periods.
• External: Work with and maintain good relationships on behalf of the AMS when communicating with AMS officers, committees, and volunteers, members, the broader mathematics community, and outside vendors.

SUPERVISORY RESPONSIBILITIES:

• None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree and at least five years of related experience are preferred, including experience with budgets.
• Experience with the academic community is useful.
• Ability to plan and organize meetings, events, and exhibits. Prior experience is preferred.
• Commitment to the mission of the American Mathematical Society (AMS) and the AMS Office of Equity, Diversity, and Inclusion.
• Superior, demonstrated organizational skills and attention to detail.
• Superior, demonstrated oral and written communication skills.
• Superior, demonstrated interpersonal skills.
• Ability to work independently and collaboratively with AMS staff, officers, and volunteers.
• Solid time-management skills, including an ability to prioritize responsibilities and maintain workflow while managing multiple priorities
• Aptitude for working with numbers and financial data with strong analytical skills.
• Intermediate to advanced proficiency with standard computer-based office software; ability and commitment to learn specialized software tools used by the AMS.
• Ability to exercise confidentiality and discretion regarding administrative, budgetary, or personnel matters (including preparing documents and correspondence that are confidential/sensitive in nature) is essential.
• Ability to independently evaluate and prioritize issues and assist in their resolution.
• Ability to negotiate with outside vendors for space or services.

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position:

• Demonstrates understanding of organization's mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department's work activities and mission; understands how own job impacts work of department.
• Responds positively to changes in the organization and the workplace.
• Demonstrates flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings.
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches in order to achieve the best results.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Duties require some domestic travel by commercial airlines and the ability to lodge in public facilities

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment
• Climate-controlled
• Minimal noise
• Performing primarily sedentary work with limited physical exertion and lifting up to 30 lbs.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• This position is required to be in-office with hybrid potential.

Other duties disclaimer: This job description is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform.