Administrative Assistant II

Location
Massachusetts, United States
Posted
22 Oct 2018
End of advertisement period
22 Dec 2018
Ref
16629
Contract Type
Permanent
Hours
Full Time
  • Job Number: 16629
  • Functional Area: Administration
  • Department: Program in Art, Culture and Technology
  • School Area: Architecture & Planning
  • Employment Type: Full-Time
  • Employment Category: Non-Exempt
  • Visa Sponsorship Available: No
  • Schedule: M-F, 9:00 A.M. - 5:30 P.M.

ADMINISTRATIVE ASSISTANT IIProgram in Art, Culture, and Technology (ACT), to join a team providing administrative and secretarial support and assist the director and five or six faculty members.  Support for the director involves preparing correspondence, dealing with confidential information/issues, calendar maintenance, arranging travel, and providing support for the director’s initiatives and other administrative needs.  Will also prepare faculty search, promotion, and tenure cases; coordinate the program’s course schedule and advertise classes as needed; aid in the organization of graduate reviews and thesis exhibition and with the collection and distribution of information related to the thesis process; assist in providing guidance to teaching assistants on administrative matters; occasionally prepare financial transactions such as purchasing and travel reimbursements; serve as liaison with department headquarters and Institute offices; assist with special projects; provide support for meetings and events, including graduate student orientation, open houses, committee meetings, and thesis reviews; manage the faculty review of graduate applications and information requests from prospective applicants; and provide routine office support and backup as needed. 

Job Requirements

REQUIRED:  three years of office experience; excellent organizational, interpersonal, analytical, problem-solving, and critical thinking skills; sensitivity to organizational dynamics; advanced computer proficiency using SAP, Word, PowerPoint, Excel, FileMaker, and Outlook; willingness to learn new programs and software as needed; strong writing and proofreading skills; and discretion and good judgment with confidential information.  Must be able to set priorities and multitask with minimal supervision; deal tactfully with faculty, students, and staff; work under pressure and adapt to changes in work requirements; function autonomously in a highly visible position that is subject to frequent interruptions; and work as part of a team.  

May provide occasional evening support for special events.

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.