Administrative Assistant

Massachusetts, United States
19 Jun 2019
End of advertisement period
19 Aug 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 2, Chemistry, to provide complex administrative support for faculty. Responsibilities include coordinating organic seminar program and special events, (e.g., travel, catering, audio/visual, visitor schedules, classroom/dining reservations, reimbursements/payments, etc.); administering the Chemistry Outreach Program (e.g., maintaining contact database, contacting local high schools to generate interest, maintaining volunteer data and visit reports, processing reimbursements, ordering supplies, answering inquiries); providing editorial support for Organic Syntheses, including updating the Twitter feed, assisting with coordinating the PUI grant program, compiling financial reports, and handling special projects; calendar/appointment management; arranging logistics for meetings/seminars/events; working with the finance team on preparing and submitting grant proposals, subawards, and grant closeouts; reviewing research and discretionary accounts, updating budget and projection information, monitoring spending, and providing feedback to faculty; responding to inquiries; acting as a resource for lab members regarding MIT-related issues (purchasing, vendor relations, policies/procedures); coordinating salary assignments, managing credit card charges, creating journal vouchers and requests for payment, reconciling accounts, ordering supplies, and processing change orders using B2P; arranging travel and reimbursements; coordinating/tracking postdoctoral/graduate student/visiting student appointments; maintaining group websites; and other duties as assigned. 

Job Requirements

REQUIRED: at least three years’ related administrative/office experience; strong analytical, problem-solving, editorial, time-management, organizational, communication, interpersonal, and customer service skills; ability to prioritize and function effectively despite frequent interruptions and deadline pressure; meticulous attention to detail; and proficiency with Excel, Word, PowerPoint, and WordPress. Must be able to interact effectively with a diverse group of students/faculty/staff/visitors; work independently and as part of a team; maintain confidentiality of sensitive information; and interpret, communicate, and apply policies and procedures. Bachelor’s degree and experience maintaining websites preferred.  Job #17602-

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.