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 II, Physics, 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.
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