Administrative Assistant II

Location
Massachusetts, United States
Posted
03 Jun 2020
End of advertisement period
03 Aug 2020
Ref
18411
Contract Type
Permanent
Hours
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 2Microsystems Technology Laboratories (MTL), to perform complex and diverse duties in support of the MTL and professors Max Shulaker and Song Han. Responsibilities include preparing and processing financial paperwork, monitoring spending according to established budgets, and reconciling accounts; maintaining each faculty member’s lab groups and websites; drafting letters and emails and handling other editing responsibilities; assisting with the preparation of grant proposals and coordinating pre- and post-grant award management; arranging travel and reimbursements; planning and coordinating logistics for events/meetings/seminars/sponsor visits/conferences; providing orientation and training to incoming students/affiliates; calendar management; maintaining electronic and hardcopy files; serving as a point-of-contact for faculty, staff, and students, and visitors; assisting with a broad range of in-person, telephone and email inquiries; overseeing scheduling of conference spaces and A/V equipment; helping maintain common/shared spaces; distributing mail monitoring supplies; and performing other duties as assigned.

Job Requirements

REQUIRED: high school diploma or its equivalent; cinterpersonal, and verbal and written communication skills; initiative; flexibility; attention to detail; proficiency with Microsoft Office, SAP, Adobe Creative Suite, Cognos, Dropbox, and Google Docs; comfort with PCs and Macs; ability to learn new software/systems/ processes quickly; experience updating websites; experience arranging travel, paying invoices, ordering supplies, reconciling accounts, and reimbursing expenses; and discretion and judgment with confidential information. Must be able to work effectively with others at all levels, handle multiple tasks simultaneously in a fast-paced environment, function independently and as part of a team, prioritize and problem solve, and move and lift objects weighing up to 30lbs. 

PREFERRED: bachelor’s degree and knowledge of WordPress and Latex/overleaf.com. Job #18411-5

Occasional night and weekend work and local or domestic travel may be required.

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.

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