Job Information
Massachusetts Institute of Technology Administrative Assistant 2 in Cambridge, Massachusetts
Administrative Assistant 2
Job Number: 24174
Functional Area: Office Support
Department: Materials Science and Engineering
School Area: Engineering
Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule: M-F
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Job Description
ADMINISTRATIVE ASSISTANT 2, Materials Science and Engineering (DMSE), to perform complex and diverse administrative duties for faculty and their research labs and serve as a member of the DMSE headquarters’ team, providing a wide range of administrative, financial, and human resources (HR) duties. Responsibilities include ordering supplies and initiating purchasing orders; managing/reconciling credit card charges; submitting and/or tracking requests for payment; coordinating complex travel arrangements and reconciling/processing expense vouchers; assisting faculty with course preparation and maintaining teaching tools in a remote setting; compiling documentation for and processing appointments and visas for visiting scholars, students, and postdoctoral associates; entering hourly student and temporary employee appointments; participating in quarterly financial meetings with financial coordinator and faculty member/PI and liaising with DMSE finance staff if requested; greeting/directing visitors; acting as a resource regarding MIT-related issues; onboarding new group members; preparing correspondence/manuscripts; maintaining calendars; responding to inquiries; handling mail; maintaining office equipment/contracts; and other duties as assigned.
Job Requirements
REQUIRED: high school diploma or its equivalent; three years’ related experience in a professional administrative office support position; excellent organizational, customer service, interpersonal, and verbal and written communication skills; ability to anticipate needs, follow through on tasks, work independently and as part of a team, and interact effectively with people from different backgrounds; meticulous attention to detail; self-motivation; willingness to take initiative, research answers, and resolve problems proactively; discretion and good judgment with confidential information; proficiency with MS Office, Outlook, and Adobe Acrobat; and ability to take use organizational tools and database systems to streamline and simplify departmental processes. PREFERRED: bachelor’s degree; MIT and HR experience; and experience with QuickBase, Cognos, and applicant tracking systems. Job #24174-56/25/24