Administrative Assistant to the Associate Director of Collections and Department Heads

Massachusetts, United States
10 May 2019
End of advertisement period
10 Jul 2019
Contract Type
Full Time

Functional Area: Office Support
Department: Libraries
School Area: Libraries, MIT Press, Tech Review
Employment Type: Full-Time
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule: 35 hrs/wk., flexible between 8:00 A.M. - 6:00 P.M

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 TO THE ASSOCIATE DIRECTOR OF COLLECTIONS AND DEPARTMENT HEADSMIT Libraries-Collections, to provide direct, high-level administrative support to the associate director and department heads in the Collections Directorate. Responsibilities will include calendar management; coordinating logistics (e.g., rooms, food, AV, etc.) and materials for events/seminars/conferences/luncheons/workshops/meetings; drafting and proofreading communications/emails/memos/documents/reports, including layout and graphics; arranging travel and processing expense reports; maintaining documentation, wikis, and websites; performing information searches; general office duties (e.g., filing, mail, etc.); coordinating facilities, equipment, space, and access needs; acting as a liaison to vendors and other MIT offices such as Facilities; providing move support to staff as needed; providing coverage for administrative team members during absences; supporting project management or governance activities; and developing documentation and training materials.  May assist with hiring, onboarding, and training staff; direct the work of students/temporary assistants; participate on committees/projects; and perform other duties as requested. 

Job Requirements

REQUIRED:  three years’ direct/related experience; advanced-level proficiency with Windows and MS Office (Word, Excel, PowerPoint, Outlook); comfort learning additional programs/systems; effective communication skills; meticulous attention to detail; punctuality; and ability to analyze and solve problems, exercise independent judgment and discretion, work effectively with a diverse group of people, manage competing priorities, and bring tasks/projects to full completion in a dynamic and fast-paced environment.  Must be able to lift twenty-five pounds to transport catering, equipment, and other items; and travel between points on campus, sometimes ascending stairs.  Work experience in an academic environment or research library and experience with Atlas, Concur, SAP, CMSs, wiki management, Visio, Adobe Creative Suite, and Asana (or other task management system) desirable.  Exposure to project management techniques and tools beneficial.  MIT experience a plus.  Job #17443-5

Salary:  $19.88/hr. minimum.  

Application must include a cover letter and resume. 

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.