Administrative Assistant

Massachusetts, United States
29 Sep 2020
End of advertisement period
29 Nov 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.

ADMINISTRATIVE ASSISTANT 2, Kavli Institute (MKI) for Astrophysics and Space Research, to provide complex and diverse support to MKI’s finance team under the supervision of the senior financial officer.  Responsibilities will include submitting regular lab and supply orders and making purchases, receiving deliveries, matching invoices to packing slips and uploading them to the B2P system to mark as received, and properly reconciling documents before filing; booking travel for MKI faculty, staff and students and creating and submitting travel reports in the Concur travel system when travel is completed; assisting staff with regular administrative tasks such as photocopying, scanning, filing, handling special projects, and creating regular reports as needed; maintaining spreadsheet tracking of central office expenses; submitting requests for payment, travel vouchers, and invoice payments; coordinating departmental events and meetings--such as MKI’s weekly colloquium--including purchasing supplies, setup, and clean up; providing support for multiple projects and tasks simultaneously, while anticipating needs and responding proactively; and serving as back-up support for the reconciling of credit card purchases made by MKI employees and for the submission of related documentation to the MKI finance team.  Will also perform other duties as assigned. 

Job Requirements

REQUIRED:  high school diploma or its equivalent, at least three years of office or related experience, strong communication skills, attention to detail, ability to prioritize work quickly and accomplish it on time and under pressure, and sound judgement with confidential information.

PREFERRED: bachelor’s degree and MIT experience. Job #18608-5

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.

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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