Administrative Assistant II

Massachusetts, United States
12 Nov 2018
End of advertisement period
12 Jan 2019
Contract Type
Full 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), to provide comprehensive administrative support for three faculty members and their research groups. Will manage complex calendar and travel arrangements; 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; coordinate logistics for conferences and sponsor visits; assist with layout and graphics for research manuscripts; perform information searches; draft appointment letters and handle other editing responsibilities; maintain course websites and ensure course materials are up-to-date; monitor and order group supplies/equipment; plan and organize IMES events and research group meetings, seminars, and conferences; 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; distribute mail; 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 who can demonstrate resourcefulness and the ability to 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 #16753-5


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.