Job

Administrative Assistant, MIT Center for Constructive Communication

by Jessica Sisavath

April 1, 2021

Job Description

The MIT Center for Constructive Communication (CCC) is bringing together researchers in AI, computational social science, digital interactive design, and learning technologies with software engineers, journalists, artists, public health experts, and community organizers to explore and address the effects of deepening societal fragmentation in America.

We seek a motivated self-starter with superior interpersonal skills to handle complex administrative responsibilities, with an emphasis on day-to-day financial operations. Must be able to interact effectively with a diverse group of research staff, students, collaborators, and visitors; both exercise independent judgment and work within a team-oriented setting; anticipate needs; comfortable working in a demanding, fast-paced environment with the ability to shift tasks quickly and successfully balance and prioritize workload.

This position will be fully remote until the MIT campus reopens, at which time this position will be fully in-person on the MIT campus in Cambridge, MA. 

This position is for one year with a possible extension based on the course of research.

Responsibilities

 Financial:

·       Handle all financial activities according to Media Lab Finance and MIT procedure and compliance policy such as reconciliations of expenses, expense reimbursements, purchasing 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;

·       Budgets: assist with budget management activities with data provided by the Director or Senior Administrative Assistant, monitoring, tracking, communicating financial information, and apply sponsored and direct funding expenses according to budget policy of each account.

General Administrative:

·       Establish and maintain effective office organization for administrative tasks for the group;

·       Work closely with Senior Administrative Assistant to provide support for academic activities, monitor deadlines/due dates, maintain professors’ CVs, schedule general exams and PhD dissertations.

·       Respond to emails directed to administrative assistant.

·       Assist with scheduling meeting with external collaborators; internal staff and students; event planning.

·       Other duties as assigned.

Communication and Outreach:

·       Handle social media postings, schedules, provide assistance for postings for team members and projects;

·       Liaise with other MIT academic/administrative offices on behalf of CCC;

·       Maintain, update, and ensure website group project pages are up to date;

·       Assist Head of Programs in drafting and layout for quarterly newsletters;

·       Manage CCC digital/print templates and assets by creating and updating a media content repository for content such as logos, CCC identity materials, photos, videos, etc.

Travel:

·       Manage director’s travel, develop itineraries and handle expense reimbursements and reporting using MIT’s travel reporting processes, including facilitation of visas for director;

·       Assist group members with travel guidance and bookings as needed.

Research Group:

·       Greet visitors and coordinate sponsor visits and research demos; (e.g., creating agendas, scheduling demos, coordinating meetings, catering, set/clean up, greeting/escorting guests, orientations, etc.)

·       Proactively engage colleagues, press, sponsors, collaborators, and visitors in person, by email or telephone to build relationships;

·       Triage inquiries and facilitate communication between groups members and director and be the locus of information to travel, group activities, etc.

·       Orient new people to research group’s administrative processes;

·       Assist with coordination of PI and other CCC calendars.

Supervision Received:

General supervison by Heather Pierce.

Supervision Exercised:

None.

Qualifications & Skills: 

Qualifications

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

·       High school diploma or its equivalent;

·       At least three years’ relevant experience supporting senior managers;

·       Ability to proactively engage and anticipate needs, handle multiple tasks concurrently, set priorities, and meet deadlines;

·       Demonstrated proficiency with English grammar and composition;

·       Excellent editing/proofreading skills;

·       Attention to detail with accuracy, consistency, and diligence is paramount;

·       Well-developed organizational skills;

·       Strong email management skills;

·       Proficiency with Microsoft Office, Excel, Word, PowerPoint, Outlook, and Adobe;

·       Sound judgment;

·       Strong critical thinking and problem solving skills;

·       Ambitious and takes ownership in everything they do.

PREFERRED EDUCATION AND EXPERIENCE:

·       Bachelor's degree;

·       Experience with MIT business apps: SAPgui, Concur;

·       Google applications (GoogleDoc, Google Sheets, etc.);

·       Dropbox preferred.

To apply, go to https://hr.mit.edu/careers and search for job ID#19461.

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