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, Chemical Engineering (ChemE), to perform a variety of administrative duties.  Responsibilities include preparing academic course materials; coordinating travel and processing travel expenses; serving as initial point of contact for visitors; coordinating meetings, events, and presentations; composing and editing internal correspondence and documents; updating FileMaker Pro, Excel, and Access databases; maintaining electronic filing systems; calendar management; coordinating with ChemE HR staff on visa applications and other personnel issues; assisting with the preparation of grant proposals and site visits; researching and gathering information for complex projects; working closely with ChemE financial team to assist with research projects and discretionary account spending; reviewing/reconciling monthly accounting statements in SAP; investigating and following up on purchasing/accounting discrepancies; serving as VIP card approver for purchases; monitoring/ordering supplies; coordinating high-profile events (i.e., preparing agendas, invitations, itineraries, and materials; arranging space, food, and presentation needs; etc.); and performing other duties as requested. 

Job Requirements

REQUIRED:  at least three years’ administrative and account management experience; excellent organizational, interpersonal, and verbal and written communication skills; ability to work independently and as a team member with a diverse group of people; discretion with confidential information; ability to prioritize, handle multiple tasks concurrently, and meet deadlines in a very busy environment; experience updating websites, arranging travel, paying invoices, ordering supplies, reconciling accounts, and reimbursing expenses; and proficiency with FileMaker Pro, Excel, Word, PowerPoint, and Outlook. Must be proactive in learning MIT administrative tools for purchases (Atlas) and travel (Concur).  Bachelor’s degree and experience with MIT accounting and grants management procedures, SAP, and SAPweb strongly preferred.  Job #16766-5


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.