Administrative Assistant

Location
Massachusetts, United States
Posted
17 Oct 2018
End of advertisement period
17 Dec 2018
Ref
16540
Contract Type
Permanent
Hours
Full Time

ADMINISTRATIVE ASSISTANT IIResearch Laboratory of Electronics (RLE)/Mechanical Engineering (MechE), to provide administrative support for a senior faculty member with a large research laboratory (of approximately thirty).  Responsibilities include processing travel expense vouchers, requests for payment, and invoices; monitoring/reconciling accounts in compliance with financial review and controls; participating in financial projections and budgeting; generating journal vouchers, requisitions, and purchase orders using B2P; acting as the liaison between the faculty member’s research group, students, postdocs and other relevant parties within the Institute (e.g., EHS, other labs, etc.); purchasing office supplies and equipment; distributing and responding to correspondence, voice messages, and faxes; editing papers and preparing letters of recommendation and other correspondence and documents; assisting with planning events/meetings; greeting visitors and guests; assisting with academic appointments; providing telephone coverage; photocopying; sending e-mail and faxes; making complex travel arrangements; maintaining the lab website; interfacing with other international and domestic organizations (funding agency, industry, and nonprofits); implementing or maintaining office filing systems; assisting with the preparation of grant proposals including budgets, biosketches, and collaborator information; assisting with the preparation of class work; and handling other general office duties as needed.

Job Requirements

REQUIRED:  high school diploma or its equivalent; strong interpersonal skills and ease with both telephone and in-person contacts; initiative and ability to work independently; and strong organizational, time-management, and written communication skills.  Must be able to handle multiple tasks with competing priorities; prepare minutes and short documents; update websites; and perform word processing, database, and accounting functions including some troubleshooting and system updating. A bachelor’s degree; MIT experience; and proficiency with Excel, Word, Endnote, and SAP preferred. Experience with industry sponsors a plus. 

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.