Job

Administrative Assistant, Camera Culture

by Meghan Harrington

June 10, 2021

Job Description

The MIT Camera Culture group, led by Prof. Ramesh Raskar, has an Administrative Assistant  opening.

The role encompasses outside-facing and inward-facing responsibilities. In their outside-facing responsibilities, the role involves acting as the primary interface between the group consisting comprised with faculty, research staff, students and the various administrative departments within MIT Media Lab and the institute at large, including: finance, HR, facilities, events, and communications. In their inward-facing responsibility, the administrative assistant is expected to facilitate various forms of group and professor communications and processes, as well as to support the group in conference/workshop planning, funder and partner reporting and sponsor relations.

This is a one-year appointment with the possibility of extension based on the course of the research.

Responsibilities

Administrative

  • Schedule PI and group calendar.
  • Manage due dates, reminders, gather information, keep track of and follow up on outstanding items.
  • Coordinate domestic and international travel and itineraries for professor.
  • Assist students and researchers with travel booking and conference registrations.
  • Act as point person for inquires, group activities, travel, procurement, etc.
  • Orient new students and affiliates to the research group’s administrative processes.
  • Establish and maintain effective organization for administrative tasks for the group.
  • Other duties as assigned.

Communications

  • Triage inquiries to facilitate communication between faculty, staff, students, member companies (members), guests, collaborators, etc. This includes greeting visitors and helping to coordinate sponsor and member visits.
  • Proactively respond to communications from collaborators and sponsors.
  • Draft and produce Camera Culture newsletter, websites, blogs, etc. with material submitted by group members and project reports.
  • Draft, proofread and copy edit general correspondence and other documents such as grants.
  • Update and maintain professor’s CVs, and biosketches.

Meetings and Events

  • Plan and coordinate logistics for on-site, virtual and off-site events such as routine meetings, Member week events, webinars/conferences/ workshops/seminars. This may also include out of area and/or international locations two to four times per year.
  • Activities include but not limited to: securing space, initiating and coordinating online conferencing, invitations, agendas, catering set up and breakdown, scheduling, working with vendors, and other supporting event activities.

Financial

  • Responsible for monitoring all financial activities for research group (professor and group members) including assisting with budget preparation.
  • Handle all financial activities according to Media Lab Finance and MIT procedure and compliance policy, such as reconciliations of expenses, expense reimbursements, purchase including complex purchase orders and contracts – establishing and closing, independent contractor coordination, Financial Review & Control (FRC) reports, accounts payables, maintain all records, invoices, receipts, and the like according to MIT’s record retention policy, etc.
  • Responsible for use of MIT Procurement and Travel credit cards for group according to Media Lab Finance and MIT procedure and compliance policy.

Qualifications

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

  • High school diploma or GED.
  • At least three years’ experience as an administrative assistant for a senior manager.
  • Flexibility and an aptitude for handling a wide variety of duties.
  • Ability to learn quickly and work with critical time demands.
  • Proactive and responsive.
  • Adept at using communication tools such as Slack.
  • Strong organizational skills.
  • Excellent verbal and written communications skills with demonstrated proficiency in English grammar and composition.
  • Advanced computer skills including proficiency with Macintosh computers and Microsoft Office (Word, Excel, PowerPoint), and GSuite programs.
  • Accurate, detail-oriented, resourceful individual who is able to multitask with calm efficiency in an environment with competing priorities and deadlines.
  • Ability to work both independently and as a team player in a highly collaborative and interdisciplinary team of unique individuals.

PREFERRED EDUCATION AND EXPERIENCE:

  • Bachelor’s or Associate’s degree.
  • Experience in website development and maintenance.
  • Experience in writing grants/proposals.

Please apply with a copy of your resume and a cover letter in order to be considered for this position.

U.S. work authorization required.

To apply, go to https://hr.mit.edu/careers and search for job ID#19719.

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