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Administrative Assistant 2
  • Job Number: 24497
  • Functional Area: Office Support
  • Department: Physics
  • School Area: Science
  • Employment Type: Full-time Temporary (Hybrid)
  • Employment Category: Non-Exempt
  • Visa Sponsorship Available: No
  • Schedule:


Posting Description

ADMINISTRATIVE ASSISTANT II, Physics, to provide administrative support for multiple junior faculty members, using a high degree of resourcefulness to research and resolve complex problems, exercise independent judgment, and anticipate needs; maintain calendars; schedule appointments and arrange associated logistics; coordinate meetings and seminars; make complex travel arrangements, process travel expense vouchers; respond to inquiries, telephone calls, and visitors; act as a resource for lab members regarding MIT-related issues; review and distribute mail, messages, and faxes; prepare correspondence, manuscripts and coursework; manage filing; assist the finance team with the preparation of grant proposals; manage credit card charges; handle JVs and requests for payment; reconcile accounts in compliance with financial review and control; assist with preparing projections for faculty member's portfolio of accounts; change and order supplies using SAP; maintain office equipment and contracts; handle general building maintenance issues; greet and direct visitors as appropriate; and perform other duties as needed.

Job Requirements

REQUIRED: High school diploma or equivalent and a minimum of three years of direct or related experience in an administrative support position; robust written and oral communication skills; excellent interpersonal skills interacting with a diverse group of research staff, students, and visitors; tact and discretion when handling confidential information; solid organizational and problem solving abilities; attention to detail; ability to multitask, take initiative, and work independently and within a team; proficiency with Microsoft Office Suite and FileMaker Pro; ability to learn additional applications (e.g. Adobe Illustrator, Drupal and LaTeX); and ability to balance and prioritize work load. PREFERRED: bachelor’s degree and familiarity with SAP, Concur and MIT or other university. Job #24497-5

This is a three-year term appointment with the possibility of becoming permanent depending on success of the program and availability of funds.

Hiring Range: $23.10 - $31.59

10/7/2024