Administrative Assistant II

Massachusetts, United States
Tuesday, 26 January 2021
End of advertisement period
Friday, 26 March 2021
Contract Type
Full Time

Working at MIT offers opportunities, an environment, a culture and benefits that just aren’t found together anywhere else. If you’re curious, motivated, want to be part of a unique community, and help shape the future then take a look at this opportunity.

ADMINISTRATIVE ASSISTANT II, Center for Environmental Health Sciences (CEHS), to perform complex and diverse clerical and administrative duties in direct support of the administrative office of the director of CEHS.  Duties will include coordinating domestic and international travel, providing travel itineraries, and processing travel expenses using the Concur system; serving as initial point of contact for visitors; assisting with managing the professor’s calendar and occasionally with the preparation of academic course materials; drafting and proofreading correspondence; identifying improvements to current practices, proposing changes, and implementing solutions; working on projects with other administrative staff, especially CEHS’ headquarters staff; maintaining systems for easy retrieval of materials; working closely with CEHS headquarters in creating pre- and post-proposal documents (e.g., biographical sketches, publication compliance listings, protocol applications, progress reports) for the NIH P30 program and other potential funding organizations/foundations; processing and tracking purchase orders and following up with ordering issues; processing accounting documents (e.g., requisitions, journal vouchers, travel reports, requests for payment, invoices); distributing mail; and performing other duties as needed. 

Job Requirements

REQUIRED: at least three years’ experience in a professional administrative office support position including account management; meticulous attention to detail; excellent administrative, organizational, customer service, interpersonal, and verbal and written communication skills; ability to exercise good judgment and take initiative, manage multiple diverse tasks simultaneously, work independently and as part of a team, work collaboratively, manage confidential information with discretion, and own and follow through on tasks; strong email management skills; and proficiency with Microsoft Office, Excel, Word, PowerPoint, Outlook, and Adobe Professional.  

PREFERRED:  bachelor’s degree, experience with MIT accounting and grants management procedures, experience working in a team environment, knowledge of department headquarters’ management, and proficiency with SAPweb. Job #17829-5

MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.

MIT considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.