JOB OPENING: IAS/HSPH Program Specialist

The Institute for Advanced Study, in conjunction with the Heritage Studies and Public History Program, seeks a Program Specialist to support IAS interdisciplinary programs and the HSPH Master’s program.

IAS Research Administration (40%)

  • Manage application systems and selection process for IAS programs including fellowships, internal grants, and other opportunities
  • Support IAS Research and Creative Collaboratives and 5x5 Initiatives, including group start up and regular check-ins
  • Survey and update deadlines for internal funding opportunities
  • Maintain IAS participant databases
  • Financial functions, including preparing forms for honoraria, expense reimbursements, and other payments


Heritage Studies and Public History Program (HSPH) Administration (25%)

  • Manage all aspects of spending on community collaboration projects
  • Manage student financial aid packages and communications regarding TA/RA appointments
  • Coordinate program promotion, social media, and bi-annual newsletter
  • Assist faculty with student recruitment and associated logistics
  • Schedule guest speakers, managing logistics and honoraria payments
  • Schedule meetings, as needed (occasional)


IAS Programming Support (20%)

  • In consultation with staff, design and send surveys to IAS program participants
  • Make or coordinate all lodging, transportation, and other travel arrangements for visitors
  • Assist international visitors in paperwork for obtaining visas and international tax forms, as necessary
  • Assist newsletters, marketing, promotional materials as needed


Office Support (15%)

  • Manage IAS main email account and phone line
  • General office management, including ordering supplies, maintaining office machinery, and assuring that collaborative workspaces are tidy
  • Supervise student worker, as needed
  • Manage Director’s calendar, as needed


Required Qualifications:

  • High School Diploma/GED and five years of related experience to include project management. Coursework in a related field may substitute for some years of experience.
  • Experience in managing multiple simultaneous projects or processes
  • Demonstrated attention to detail and accuracy
  • Demonstrated excellent writing and communication skills, both within work team and with external partners
  • Ability to work independently and experience in working with a team
  • Proficiency in Microsoft Office Suite applications
  • Proficiency with Facebook and MailChimp


Preferred Qualifications:

  • Experience with U of MN systems, including PS financials
  • Familiarity with application management/workflow platforms (such as WorkflowGen, InfoReady Review)
  • Experience with community engagement, community-engaged teaching, and research
  • Knowledge of or interest in history, history museums, historic preservation, and archaeology
  • Proficiency with WordPress


This position is funded by grants for 2½ years; we intend to seek funding to continue it after that point.

Salary range: $47,000-54,000
Position is open until filled; priority review of applications begins June 7.


Application Instructions

Applications should be submitted via the University of Minnesota’s Department of Human Resources. Search for job ID #340829. Applicants should submit a cover letter discussing your qualifications and interest in the position, resume, and names and contact information of three references.

If you have questions regarding this position, contact Susannah Smith at [email protected]



Special Notice for COVID-19

The UMN has suspended hiring for most positions. However, we will continue hiring for positions critical to the University's mission and operations at this time. Applications are being accepted for this position and you are encouraged to apply. In-person interviews are suspended indefinitely and will be replaced by interviews in a virtual format. Thank you for your continued interest in working at the University of Minnesota.



The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U: