Job

Administrative Assistant, Lifelong Kindergarten

by Jessica Sisavath

July 20, 2021

Job Description

The Administrative Assistant II manages multiple projects and provides complex administrative support for professor, three senior research staff, and approximately 15 researchers (staff and students), within a research group dedicated to providing creative learning experiences for children around the world. 

Responsibilities

  • 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.

Proposals, Grants and Contracts:

  • Assist professor and staff with production of grant proposals and progress reports to government agencies, corporations, and private foundations, including developing detailed budgets and spending reports;
  • Serve as primary liaison to subcontractors on grants for administrative and financial details;
  • Manage post-award and administrative items
  • Manage IRB submissions regarding human-subject protocols;
  • Manage and coordinate contracts:
    • Monitor adherence to contract provisions spending and invoicing and initiate renewal of contracts
    • Close out contracts and coordinate disposition of overruns and shortfalls
  • Make sure faculty and staff are aware of timetables, deadlines, and reporting responsibilities.

Events:


  • Schedule research demos;
  • Arrange meetings and visits by members, sponsors, guests;
  • Coordinate and set up catering;
  • Play a leading role in the logistics, planning, and administrative support for large events and conferences organized by the group.

Travel:


  • For professor: coordinate, prepare itineraries, reconcile and reimburse travel;
  • Book travel for researchers and students and submit expenses for reimbursement;
  • Coordinate travel plans and reimbursement for event speakers and guests. 

General Administrative:


  • Serve as general hub of information for research group;
  • Coordinate the organization and use of space within the research group;
  • Assist in the advertising of and selection of new research staff and contractors;
  • Update the group’s website;
  • Monitor and order supplies;
  • Respond to written and electronic correspondence on behalf of the research group;
  • Provide high-level support (point of contact, mail distribution, etc.) for approximately 15 researchers and students;
  • Verify undergraduate timesheets;
  • Other duties as assigned.

Supervision Received: By Prof. Resnick under minimal supervision. 

Supervision Exercised: None.

Qualifications

REQUIRED:


  • Three years’ experience as an administrative assistant for senior managers;
  • Strong financial skills and superior organizational skills, with exceptional attention to detail;
  • Demonstrated proficiency with MS Office applications especially Word and Excel;
  • Excellent communication skills both verbal and written;
  • Excellent interpersonal skills, as person will interact with diverse group of researchers, students, corporate sponsors, community partners, and staff;
  • Sound judgment and ability to work independently and as part of a team with minimal supervision;
  • Ability to manage multiple projects in a deadline-driven, fast-paced research environment.

PREFERRED:


  • Bachelor’s degree;
  • Experience with sponsored research grants;
  • Knowledge of business applications e.g. SAP, Concur, Buy2Pay;
  • Google apps;
  • iOS computing.

To apply, go to https://hr.mit.edu/careers and search for job ID#19888.

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