Administrative Assistant II

Massachusetts, United States
07 Nov 2018
End of advertisement period
07 Jan 2019
Contract Type
Part 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, Institute for Medical Engineering and Science (IMES) (part-time, 20 hrs/wk.), to provide comprehensive administrative support for one senior faculty member and his research group. Will manage complex domestic and international travel arrangements; handle complex calendar management; schedule appointments and meetings; coordinate logistics for and staff events and such as research group meetings, seminars, conferences, luncheons, recreational activities for the labs, and class trips; prepare/process financial paperwork and reimbursements; monitor and reconcile research and discretionary accounts; update faculty CVs and maintain up-to-date publication lists; maintain websites and develop a template for all project pages; assist with layout and graphics for research manuscripts; perform information searches; draft appointment letters and handle other editing duties; maintain course websites and ensure course materials are up-to-date; monitor and order group supplies/equipment; assist faculty with the preparation of grant proposals and coordinate pre- and post-grant award management; provide orientation and training to student employees and temporary staff; collaborate with lab managers, students, and other department staff to ensure smooth operations; serve as a point-of-contact for faculty, students, and visitors; respond to in-person, telephone, and email inquiries; and perform other duties as requested. 

Job Requirements

REQUIRED:  at least three years’ relevant work experience; strong interpersonal, customer service, organizational, and oral and written communication skills; attention to detail; ability to maintain confidentiality, learn new skills, and balance priorities across simultaneous projects; and proficiency with MS Office and ability to learn new software applications. Seek proactive and self-motivated individual who is able to demonstrate resourcefulness and work both independently and as part of a team. Bachelor’s degree and Adobe, Endnote, Stellar, SAP, and web design software experience preferred. MIT experience helpful.  Job #16698-5

Schedule to be determined.  


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.