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Administrative Assistant 2
Job Number: 23741
Functional Area: Administration
Department: Research Laboratory of Electronics
School Area: VP Research
Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule:
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Job Description
ADMINISTRATIVE ASSISTANT 2, Research Laboratory of Electronics (RLE)-Microsystems Technology Laboratories (MTL) (2 openings), to perform a variety of financial, administrative, and media support responsibilities for two faculty. Responsibilities include processing purchases; coordinating travel and reconciling expenses; reviewing, reconciling, and monitoring monthly account statements and PCard activity; handling confidential payroll and other financial information; responding to internal audit requests; assisting with sponsored account closeouts; processing requests for payment; liaising with fiscal officers regarding contract extensions and distribution of new funds; assisting student advisees with making appointments for class registration and individual meetings with faculty; maintaining the Outlook calendar for one faculty member; copying class materials, distributing graded problem sets/quiz materials, reserving rooms for grading, and ordering catering; supporting the administrative needs of the research group, e.g., setting up new group members, coordinating key requests, update principal investigators’ curriculum vitae, facilitating computer purchases and software set ups, etc.; file maintenance; assisting seminar/conference/research review logistics, e.g., room set-up and clean-up, greeting attendees, arranging AV, etc.; making shipping arrangements; maintaining/updating faculty website content; maintaining electronic copies of vitae, theses, and publications; and other duties as needed.
Job Requirements
REQUIRED: high school diploma or its equivalent; three years administrative, office, or related experience; attention to detail; excellent organizational, interpersonal, and communication skills; ability to prioritize and track a variety of concurrent tasks despite frequent interruptions, work independently and as part of a team, and interact effectively with multiple constituencies; strong financial skills; discretion with confidential information; and advanced-level knowledge of PC and Mac platforms, Microsoft Office, WebEx, Zoom, and Dropbox. PREFERRED: bachelor’s degree, thorough understanding of MIT administrative processes, and familiarity with Institute financial reporting systems (e.g., SAP and COEUS). Job #23741-5 2/15/24