Administrative Assistant II

Massachusetts, United State
19 Oct 2018
End of advertisement period
19 Dec 2018
Contract Type
Full Time

ADMINISTRATIVE ASSISTANT IIChemistry, to provide complex administrative and financial support to faculty (75%) and staff in department headquarters (25%).  Responsibilities include calendar/email management; coordinating meetings/seminars/special events; responding to inquiries; assisting with the preparation of research publications and grant proposals; maintaining up-to-date CVs/resumes/biosketches and other documents; maintaining catalog of publications and lab rosters; updating lab website; performing financial management of general, fund, and research accounts; monitoring account activity/expenditures, coordinating salary distribution change requests, managing credit card charges, handling JVs and requests for payment, and reconciling accounts; preparing monthly projections for one faculty member; acting as a resource regarding MIT-related issues; coordinating the mailing of stewardship letters; providing logistical assistance for donor- and alumni-related events; sending out ‘ticklers’ on expiring visas for international scholars; gathering information on visa extensions; gathering information needed for new hires and extending appointment transactions; providing backup to the communications coordinator; reviewing and approving invoices; processing requisitions and reviewing purchase order commitments; coordinating supply and equipment purchases; assisting the facilities and operations administrator with managing shutdown requests; and other duties as assigned.

Job Requirements

REQUIRED: three years’ related administrative/office experience; strong analytical, problem-solving, decision-making, time-management, organizational, communication, interpersonal, and customer service skills; meticulous attention to detail; discretion with confidential information; proficiency with MS Office (Outlook, Word, Excel, PowerPoint), QuickBase, and Adobe Acrobat; and ability to learn additional applications as needed. Must be able to prioritize and function efficiently despite frequent interruptions and deadline pressure, multitask, research and resolve complex problems, take initiative, anticipate needs, and work independently and as part of a team.  Familiarity with MIT SAP and Coeus desired. Bachelor's degree preferred. 

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.