Job Description

The Administrative Assistant will provide varied and complex administrative support to the City Science research group Director and their dynamic team of researchers. City Science researchers develop evidence-based, data-driven urban design strategies in an aim to enable more livable, equitable and sustainable communities.

The Administrative Assistant position is an essential component of the City Science team. The role will report directly to the Director and will work closely with students, staff, and collaborators to serve as an operational hub that supports the daily operations of the research. The ideal candidate will be highly organized, understand how to prioritize competing demands, anticipate demands of the group’s PI and team, and communicate effectively with a range of global constituents. Most of all: this position must be able to reflect the spirit of this growing program and love being a part of a dynamic and entrepreneurial team. 

Responsibilities

Finance

• Responsible for monitoring all financial activities for the research group including working with Media Lab financial officer regularly to review budgets and spending, reporting finance updates to the research group Director.
• Handle all financial transactions for the research group according to Media Lab Finance and MIT procedure and compliance policy, including but not limited to:
  • Expense reconciliation, reimbursements, day-to-day purchasing, purchase orders and contracts including coordination of independent contractors – monitor adherence to contract provisions spending and invoicing, initiate contract renewals, and close contracts.
  • Complete monthly Financial Review & Control (FRC) reports, pay invoices, maintain all records, invoices, receipts, etc. according to MIT’s record retention policy.
• Responsible for use of MIT Procurement and Travel credit cards for group according to Media Lab Finance and MIT procedure and compliance policy.
• Assist Professor with initiating PIPI form for grant applications.

General Administrative

Calendar, travel, and communications

• Manage and coordinate PI’s calendar requiring regular contact with high-level staff across Institute and industry (corporate sponsors), and management; complex scheduling between national and international constituents.
• Manage team calendars including: City Science Meetings, and City Science Travel and Time off. 
• Triage communications in a fast-paced environment by responding to and prioritizing requests from internal and external audiences.
• Plan, organize, and prepare detailed travel and complex itineraries for Professor and group members, including obtaining visas, and submitting travel reports.
• Facilitate communication between students and research staff and PI and be the locus of information for students and research staff related to group activities, travel, purchasing, etc.
• Onboard new group members, e.g. provide general information about the research team and group space.
• Draft and handle basic correspondence.
• Maintain contact information for all team members.
• Engage and build collaborative relationships with colleagues, press, sponsors, collaborators, and visitors in person, by email or telephone.

Projects

• Working alongside program coordinator (Maggie) on the complex coordination and planning of the annual City Science Summit. 
• Manage communications and relationships between contractors and CS team members when necessary for large scale research projects/exhibitions. 
• Facilitate research group logistics, including working with researchers and research assistants to develop project timelines.
• Work closely with PI with regard to hiring, managing, and supervising student workers, temporary workers and contractors.
• Work with ML HR and PI to coordinate hiring of regular staff.
• Update the research group website.

Academic Administration

• Screening, processing, and onboarding several international visiting students alongside MAS and the CS team members. 
• Establish and maintain effective organization for administrative tasks for the group, e.g. coordinate research demos, arrange meetings, catering, etc.
• Provide support for academic activities, deadlines, research assistant (student) activities (theses, research papers, etc.), monitor undergraduate student researchers (UROPs) (timesheets, contact, resource, etc.).

Meetings and Events 

• Procure and schedule invited speakers for weekly group meetings and coordinate logistics such as hybrid meeting room setup, and catering. 
• Foster connections and facilitate communications with vendors and collaborators;
• Coordinate meetings and events to include logistics, room reservations, catering, set up and clean up;
• Support annual group and Media Lab events which may include collaborations with MIT Technology Review, Media Lab Fall and Spring events, and the annual City Science Summit.
  

Other duties as assigned.

Qualifications

REQUIRED:

• High School diploma or equivalent;
• Minimum 3 years of administrative, office, or related experience;
• Excellent interpersonal skills, both verbal and written;
• Ability to work collaboratively and effectively with a creative and diverse group of people including researchers, students, corporate sponsors, and administrators;
• Flexibility and an aptitude for handling a wide variety of duties;
• Exercises discretion, diplomacy, and tact;
• Extremely detail-oriented, accurate, and resourceful individual who is able to work on multiple tasks concurrently with calm efficiency in an environment with competing priorities; 
• Strong organizational and customer service skills;
• 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;
• Experience with using and posting to Social Media platforms;
• Familiarity with website maintenance (HTML);
• Spanish or Mandarin skills, a plus.

Pay range minimum: $27.00 - maximum: $32.90

To apply, go to https://hr.mit.edu/jobs and search for job ID # 25389