Massachusetts Jobs

Position Administrative Assistant II, Research Laboratory of Electronics, to provide comprehensive administrative support to professor with teaching responsibilities and a large, active research group. Activities of the group involve interaction with students, sponsors, researchers, other faculty and RLE Headquarters (HQ) staff. Principal Duties and Responsibilities (Essential Functions**): Support to professor includes making travel arrangements, managing contacts, complex calendar management for PI, updating professor?s CV, preparing course material, preparing documents, guiding travel and other financial reimbursements, and monitoring deadlines. Will provide administrative support for multiple programs and projects. Key point of contact for, and responds to, inquiries requiring an in-depth understanding of work area and MIT policies and procedures. Inquiries may be complex and require additional research. Take ownership of all PI assignments. Ensures inquiries are addressed and resolved in a timely manner. Composes correspondence, supports the preparation of letters of recommendation, and other documents. Makes editorial changes in materials, including proofreading, limited rewriting, tables, and graphics; and independently checks for accuracy of content by referencing a variety of sources and researches and gathers information for content. Independently replies to correspondence when appropriate. Drafts work area materials such as briefings, newsletters, letters of recommendation, sponsor reports, research abstracts, professional conference materials, and other documents. May use desktop publishing software to produce work. Will organize communication for small projects; for example, a publication workflow that might include several stages from pre-print to distribution. Researches and gathers information for more complex projects such as sponsor proposals and sponsor reporting. Will coordinate RA and other personnel appointments with HQ administrative staff or financial officer. Will handle arrivals of students and scholars to the research group to ensure office space, IT arrangements, mail delivery, sign in to RLE HQ, etc. Will assist with research group website management using WordPress, and promotion for events, awards and key presentations. Will implement & execute operational and management processes for document review, on-boarding new personnel, group meeting management, and high-profile sponsor meetings. Will answer phone, maintain group email lists, order supplies, coordinate group meetings, process personnel and financial transactions through RLE HQ, and create and maintain filing systems, and manage group calendar. Incumbent must interface with professor?s major sponsors, frequent collaborators and contacts and coordinate these important interactions, including site visits. Will organize all logistics for research group events, including scheduling rooms, travel reservations, coordinating with speakers, and handling catering. Responsible or general office management including stocking office and food supplies. Will handle facilities requests, and preparing rooms for new students. Supervision Received: Works under minimal supervision. Qualifications & Skills: MINIMUM High School education or equivalent. A minimum of three years secretarial, office, or related experience. Bachelor Degree preferred. The position requires strong organizational skills, fastidious attention to detail and the ability to prioritize, anticipate, and initiate administrative tasks. Flexible & confident under pressure, Must have a strong customer service orientation; Resourceful when researching information for PI decision making, strong communication & interpersonal skills and ability to build relationships within the lab, with colleagues, external collaborators, and RLE HQ staff. PREFERRED Bachelor?s degree preferred. & A thorough understanding of MIT administrative processes