Administrative Assistant

Location
Massachusetts, United States
Posted
18 Oct 2018
End of advertisement period
18 Dec 2018
Ref
16580
Contract Type
Permanent
Hours
Full Time

ADMINISTRATIVE ASSISTANT IIElectrical Engineering and Computer Science (EECS), to assist with all administrative needs in the EECS Undergraduate Office (UG). Responsibilities will include collecting, reviewing, validating, and entering student academic information in several complex databases; composing, editing, and distributing internal correspondences and documents (e.g., admission/rejection letters, warning notices) on behalf of graduate administrators; understanding students’ visa and practical training requirements to create and distribute Optional Practical Training (OPT) and Curricular Practical Training (CPT) letters for international students; coordinating end-of-term meetings with multiple constituents such as student advisors and the MIT Committee on Academic Performance (CAP); retaining and distributing confidential student academic records; understanding office budget and working with MIT procurement and other EECS staff to select and engage most appropriate vendors for UG office’s needs; monitoring/ordering office supplies; reviewing invoices, validating deliveries, and providing backup documentation to the EECS financial team; coordinating events for the undergraduate program; overseeing student-lead tours; serving as the face of EECS UG, welcoming and directing visitors and answering questions; and performing additional tasks as needed.

Job Requirements

REQUIRED:  high school diploma or its equivalent; a minimum of three years’ secretarial, office, or related experience; excellent organizational, interpersonal and communication skills; ability to work effectively with others at all levels, handle multiple tasks simultaneously, work independently and as part of a team, prioritize, and problem solve; demonstrated initiative, flexibility, and attention to detail; proficiency in the Microsoft Office; and good judgment and discretion with confidential information. Bachelor’s degree preferred.  

Some events may require occasional presence beyond normal work hours, including working occasional nights and weekends. 

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.