Job

Administrative Assistant

by Kelley Shepard

July 28, 2017

Job Description

The Administrative Assistant will handle complex administrative responsibilities for two faculty members and their research groups.

Responsibilities

• Schedule and coordinate professor’s and group’s calendars;

• Coordinate and support all financial and procurement activity for each research group

as follows:

- Procurement: make purchases, prepare purchase orders, and receiving;

- Reimburse expenses for materials and services, and reconcile and process invoices;

- Reconcile procurement card charges and review Financial Review & Control (FRC) reports;

- Track spending and assist monitoring budgets and expenditures;

- Manage spending for group including implementing spending limits and travel restrictions as needed.

• Coordinate research and group activities (such as sponsor visits, creating agendas, scheduling demos, coordinating meetings, catering (ordering, setting/cleaning up, greeting/escorting guests, orientations, etc.);

• Provide support for academic activities, monitoring deadlines/due dates, maintain professor’s CV, etc.;

•Travel:

- Plan, organize, and prepare detailed travel and complex itineraries;

- Coordinate and process reimbursement for travel expenses for professor and research group.

• Provide general office support;

• Other duties as assigned.

Qualifications


REQUIRED:

• High school diploma or equivalent;

• At least three years of relevant experience supporting senior managers;

• Superior interpersonal skill is required as the administrative assistant will interact with a diverse group of researchers, students, corporate sponsors, and administrators;

• Able to proactively engage and anticipate needs;

• Flexible team player who is comfortable working in a demanding, fast-paced environment with frequent interruptions, able to work independently;

• Ability to handle multiple tasks concurrently and set priorities to meet deadlines;

• Demonstrated proficiency with English grammar and composition and excellent editing/proofreading skills;

• Attention to detail;

• Well-developed organizational skills;

• Demonstrated sound judgment;

• Strong critical thinking and problem-solving skills;

• Proficiency with MS Office (Word, Excel);

• Ability and willingness to quickly master new software programs as necessary;

PREFERRED:

• Bachelor's degree;

• SAPgui;

• Concur;

• Google applications (GoogleDoc, GoogleSpreadsheet, etc.)

• Dropbox.

To apply, go to careers.mit.edu and search for job ID #15022.

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