Job Description

The Camera Culture group focuses on making the invisible visible—inside our bodies, around us, and beyond—for health, work, and connection. The goal is to create an entirely new class of computational and sensory platforms that have an understanding of the world that far exceeds human ability and produce meaningful abstractions that are well within human comprehensibility.

The Media Lab is currently working on a hybrid work schedule - 60% on campus in Cambridge, 40% remote.  

Required to be in the office on Wednesdays and Thursdays. This role is 20 hours/week.

Work Schedule:
Monday, Tuesday, Wednesday, Friday: 12:00 - 4:00 pm (tentative)
Thursday: 9:00 am - 1:00 pm (support weekly class)

Responsibilities

Financial 50% (10 hours per week) 

• Manage day-to-day spending for the group according to Media Lab Finance and MIT procedure and compliance policy, including but not limited to:
•  Reconcile monthly expenses (procard/B2P purchasing, travel, etc.), process reimbursements, handle complex purchase orders and contracts including independent contractor coordination, complete Financial Review & Control (FRC) monthly reports, maintain all records, invoices, receipts, etc. according to MIT’s record retention policy;
• Responsible for use of MIT Procurement and Travel credit cards for the group according to Media Lab Finance and MIT procedure and compliance policy; Initiate Principal Investigator Proposal Initiation (PIPI) form for grant applications;
• Work with the Fiscal Officer to review budgets and spending regularly.

Administrative 50% (10 hours per week)

• Schedule and coordinate PI and group calendars, including monitoring deadlines and important events;
• Coordinate travel logistics and reservations, create detailed itineraries, and process trip reports including reimbursements according to Media Lab Finance and MIT procedure and compliance policy;
• Coordinate events: meetings, workshops, and conferences to include budget preparation and logistics such as securing space, initiating and coordinating online conferencing, catering set up and breakdown, completing event work orders and registration forms, negotiating with suppliers, creating purchase orders, paying invoices, tracking registration, coordinating travel and accommodation requests, scheduling, event materials ordering and shipping, and supporting other event activities as assigned;
• Conferences: There will be 2-3 conferences per year with approximately 100 people;
•  Maintain, update, and ensure group’s team and project web pages are up to date;
• Draft, proofread and edit documents, such as letters of recommendation;
• Coordinate and facilitate communications (in-person, virtual, telephone, etc.) and meetings with collaborators, both domestic and international;
• Serve as an information resource for students and group members;
• Maintain records and contacts related to UROP (Undergraduate Research Opportunities Program), and other affiliated staff;
• Support onboarding activities for new group members such as, laptops, keys, mailing lists, etc.;
• Handle general office duties as needed and assigned.

Qualifications

Required: 

• High School diploma or equivalent;
• Three years of experience as an administrative assistant or related experience;
• Effective communicator with exceptional verbal and written communication skills;
• Ability to successfully work and collaborate with a creative and diverse group of people; including researchers, students, corporate sponsors, and administrators;
• Excellent customer service and interpersonal skills;
• Must be detail oriented with effective organizational skills to manage competing priorities and deadlines in a fast-pace environment;
• Exercises discretion, diplomacy, and tact;
• Adept at using communication tools such as Slack, and teleconference equipment/software
• Excellent computer skills including proficiency with Google Workspace, and comfortable learning new software.

Preferred:

● Associate or Bachelor's degree;
● MIT business apps: Microsoft Office, SAPgui, Concur, Google Workspace, Dropbox.

To apply, please visit  MIT's careers at  https://hr.mit.edu/careers  and search for job ID number #23951.