Job

Administrative Assistant, Conformable Decoders

by Kelley Shepard

Aug. 7, 2018

Groups

Job Description

The Administrative Assistant will provide varied and complex administrative support for Prof. Canan Dagdeviren and the Conformable Decoders research group.

Responsibilities

  • Schedule and coordinate professor’s and group’s calendars;
  • Coordinate and support all financial and procurement activity as follows:
    • Procurement: liaise with vendors, 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.
  • Develop inventory system and collaborate with lab manager to organize efficient purchasing, and monitor 5S activities in the lab and office space, while also ensuring safety of both spaces, as well as project support, and coordination with EHS including facilitating logistics and developing project timelines;
  • 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.);
  • Travel
    • Plan, organize, and prepare detailed travel and complex itineraries;
    • Coordinate and process reimbursement for travel expenses for professor and research group.
  • Triage high volume of complex communications building collaborative relationships with colleagues, press, sponsors, collaborators, and visitors;
  • Liaise between students and professor; serving as information source for students regarding group activities, travel, purchasing, etc.;
  • Work with PI on hiring and supervising student/temporary workers and contractors and with ML HR on regular staff hiring;
  • Onboard new group members;
  • Provide support for academic activities, monitoring deadlines/due dates, maintain professor’s CV, etc.;
  • 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;
  • Interest or background in Materials Science or any Engineering discipline;
  • Website maintenance (HTML);
  • SAPgui;
  • Concur;
  • Google applications (GoogleDoc, GoogleSpreadsheet, etc.);
  • Dropbox.

Those who are interested should submit a resume and cover letter referencing job no. 16406 at http://careers.mit.edu; keyword is "Media Lab".

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