Senior Administrative Assistant

Massachusetts, United States
04 May 2020
End of advertisement period
03 Jul 2020
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.

SENIOR ADMINISTRATIVE ASSISTANT, Chemistry, to assist the academic administrator with administration of the graduate program and graduate admissions process.  Responsibilities include compiling and tracking applications; generating and distributing official decision letters; responding to questions and requests for information; managing communications with graduate applicants; assisting with coordinating prospective graduate student visiting weekend; serving as a resource on graduate program policies/procedures; assisting with the preparation of the Graduate Student Guide and other orientation materials; managing thesis committee chair and advisor meeting forms; disseminating information about deadlines, events, graduation requirements, etc.; preparing official letters; overseeing the administrative aspects of the selection process for departmental fellowship and award nominees; collecting final copies of graduate theses; distributing a twice-weekly news digest to graduate students; maintaining databases and files; collecting updated account information for RA, TA, and fellowship appointments and entering into the Graduate Appointment Portal; responding to inquiries about graduate appointments, fellowships, and billing-related issues; serving as primary financial contact; maintaining webpages; supporting on-campus recruiting; assisting with coordinating participation in the ACCESS program; and assisting with event planning. 

Job Requirements

REQUIRED:  five years’ professional work experience, preferably in an academic setting; demonstrated English grammar and composition proficiency; excellent organizational skills; ability to handle multiple tasks, set priorities, and pay attention to detail in a demanding environment; proficiency with Word, Excel, PowerPoint, FileMaker Pro, QuickBase, Adobe Acrobat, and maintaining/updating websites in WordPress; discretion and tact when interacting with a variety of people; and an interest in training students.  

PREFERRED:  bachelor’s degree; MIT experience, particularly with undergraduate/graduate student processes; and experience with CareerBridge, Graduate Student Portal (GAP), and Grade 20.  Job #18599-6

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.

MIT considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.