Job Information
Massachusetts Institute of Technology Administrative Assistant 2 in Cambridge, Massachusetts
Administrative Assistant 2
Job Number: 21081
Functional Area: Administration
Department: Center for Environmental Health Sciences
School Area: VP Research
Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule: M-F, 30-40 hrs/wk.
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Posting Description
ADMINISTRATIVE ASSISTANT 2, Center for Environmental Health Sciences (CEHS) (part- or full-time, 30-40 hrs/wk.), to perform complex and diverse clerical and administrative duties in direct support of CEHS’ headquarters and the director. Duties will include coordinating domestic and international travel arrangements, providing travel itineraries, and processing travel expenses using the Concur system; serving as initial point of contact for visitors; assisting with the management of the director’s calendar (cross-platform familiarity); assisting with the preparation of academic course materials; drafting and proofreading correspondence; overseeing all administrative devices (e.g., printer, copier, etc.); handling logistics of academic event planning, particularly for meetings and seminars; work with headquarter’s staff on preparing pre- and post-proposal documents (e.g., biographical sketches, publication compliance, protocol maintenance, progress reports, etc.) for the NIH P30 program and other potential funding organizations/foundations; processing and tracking purchase orders and following up on ordering issues; processing accounting documents (e.g., requisitions, journal vouchers, travel reports, requests for payment, invoices, etc.); distributing mail; and handling other administrative functions as needed.
Job Requirements
REQUIRED: high school diploma or its equivalent; at least three years’ experience in a professional administrative office support position, including account management; meticulous attention to detail; excellent administrative, organizational skills, customer service, interpersonal and verbal and written communication skills; self-motivation; discretion with confidential information; ability to exercise good judgment, take initiative, manage multiple diverse tasks simultaneously, work independently and as part of a team, and follow through on tasks; strong email management skills; experience creating and managing social media platforms and making website updates; and proficiency with Microsoft Office. PREFERRED: bachelor’s degree, experience in an academic setting, proficiency with Adobe Professional, and familiarity with social media platforms and Drupal. Job #21081-5 This is a full- or part-time position (30-40 hrs/wk.). Those interested in a part-time commitment/job share opportunity working a minimum of twenty hours per week are also welcome to apply. 4/8/22