Administrative Assistant 2
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, Institute for Medical Engineering and Science (IMES), to provide a wide range of complex administrative and fiscal support for three professors and their research groups. Will act as liaison between students, staff, DLCs, and external contacts, ensuring inquiries are addressed/resolved according to department policy/procedures; assist with preparing and organizing course materials; work with the IMES finance department and PIs to perform month-end financial review and control functions; monitor/reconcile sponsored research accounting statements for each cost object; investigate and follow up on purchasing/accounting discrepancies; analyze expenditures and/or provide recommendations for adjustments; use MIT’s Buy-2-Pay (B2P) system for processing requisitions/purchase orders; schedule appointments/meetings; coordinate high-level events, including reserving space, scheduling presenters, ordering refreshments, preparing materials, and advertising; prepare complex itineraries for multiple constituents; attend meetings, recording, interpreting, drafting, and distributing minutes; manage complex travel; work with IMES’ human resources to obtain information and submit requests for visiting and postdoctoral appointments; draft appointment letters; assist with orienting and training new students/staff/visitors to the labs; assist with space and office equipment upkeep; maintain records; initiate changes and updates to manuals and procedures for own area; and perform other duties as needed. May approve procurement card transactions.
REQUIRED: high school diploma or its equivalent; at least three years’ secretarial/office/related experience; strong interpersonal, organizational, customer service, and oral and written communication skills; attention to detail; proficiency with MS Office and ability to learn new software; self-motivation; and ability to maintain confidentiality, learn new skills, balance priorities across simultaneous projects, and work independently and as part of a team.
PREFERRED: bachelor’s degree; Adobe, Endnote, Stellar, SAP, and web design software experience; and MIT experience. Job #19049-5