Administrative Assistant 2

Location
Massachusetts, United States
Posted
27 Oct 2020
End of advertisement period
27 Dec 2020
Ref
19037
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 IIPhysics, to provide administrative support for multiple faculty members, researching and resolving complex problems, exercising independent judgment, and anticipating needs. Responsibilities include maintaining calendars; scheduling appointments and arranging associated logistics; coordinating meetings and seminars; assisting with faculty searches, personnel appointments and funding, graduate open house, thesis defenses, lab clean-out, and renovations; submitting complex travel expense reports; responding to inquiries, telephone calls, and visitors; acting as a resource for lab members regarding MIT-related issues and providing training on MIT systems; reviewing and distributing mail/messages/faxes; preparing correspondence; filing; assisting the finance team with orders and faculty accounts; managing credit card charges; handling JVs and requests for payment; assisting with the preparation of projections for faculty members’ portfolio of accounts; ordering supplies and change orders using B2P; overseeing paperwork and invoicing for CNS Harvard University; maintaining office equipment and contracts; handling general building maintenance issues, including liaising with Facilities and IS&T; greeting and directing visitors; performing other general office duties and special projects as needed. 

Job Requirements

REQUIRED: at least three years’ direct/related experience in a professional administrative support position; strong organizational, problem-solving, and written and oral communication skills; excellent interpersonal skills for interacting with a diverse group of research staff, students, and visitors; tact, good judgment, and discretion with confidential information; attention to detail; ability to multitask, take initiative, balance and prioritize workload, and function both independently and within a team; and proficiency with MS Word, Excel, PowerPoint, Acrobat Adobe, and Zoom and ability to quickly learn additional applications. 

PREFERRED: bachelor’s degree, familiarity with SAP and Concur, and MIT or other university experience. Job #19037-5

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