Job Information
Massachusetts Institute of Technology Administrative Assistant 2 in Cambridge, Massachusetts
Administrative Assistant 2
Job Number: 24385
Functional Area: Administration
Department: Chemical Engineering
School Area: Engineering
Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule:
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Job Description
ADMINISTRATIVE ASSISTANT 2, Chemical Engineering (ChemE), to provide “floater” administrative support to faculty members and headquarters. Will assist faculty members and their research groups with administrative, academic, operations, and some finance and HR matters; and provide administrative support to departmental functional areas (i.e., communications, academic office, HR, events, etc.) as needed. Responsibilities include serving as the backup administrative point of contact for assigned faculty portfolio and their groups; acting as the backup for class materials preparation; making travel arrangements and preparing expense reports; assisting with complex calendar management for assigned faculty and group; coordinating large- and small-scale events and meetings, e.g., logistics, advertising, booking rooms, ordering food, set up/breakdown, etc.; performing basic library and web searches; assisting with management of the financial review and control process for assigned faculty and group members, e.g., processing reimbursements, verifying/reconciling Pro-Card charges, purchasing, etc.; assisting HR staff with academic appointments, research administration staff with preparing grant-related materials and research project and discretionary account spending, communications officer, and other headquarters staff as needed; web page and database maintenance; and providing coverage for headquarters during staff vacations/absences.
Job Requirements
REQUIRED: high school diploma or its equivalent; three years’ administrative experience; proficiency with Microsoft Office (Word, Excel, PowerPoint, FileMaker, and Outlook); ability to identify and learn new programs/software as needed; attention to detail and quality; excellent organizational and communication skills; ability to interact with diverse groups of people, exercise good judgment, demonstrate flexibility, work independently and as part of a team, and handle multiple tasks concurrently; and discretion with confidential information/matters. PREFERRED: bachelor’s degree, proficiency with SAP and Dropbox, event planning experience, and MIT experience. Job #23485-5This position is eligible for a hybrid work schedule dependent on performance and department business needs. Occasional night and weekend hours may be required.Employment is contingent upon the completion of a satisfactory background check.9/3/24