Job

Administrative Assistant, Program in Media Arts and Sciences

by Lauren Weinstock

June 8, 2022

Job Description

The Administrative Assistant will provide administrative support to the Academic Program Administration for the Program in Media Arts and Sciences (MAS). 

The Media Lab is currently working on a hybrid work schedule - 60% on campus in Cambridge, 40% remote.   This is a 1-year MIT benefits eligible employee position, with the possibility for renewal. 

Responsibilities

General administrative

  • Schedule appointments and meetings such as junior faculty mentorship meetings and faculty meetings; distribute materials for faculty focused events and review follow-up actions;
  • Provide administrative support for the MAS Administrative Director, including calendar scheduling and meeting management and ordering supplies;
  • Manage day-to-day spending for group according Media Lab Finance and MIT procedure and compliance policy, such as reconciliations of expenses, expense reimbursements, complex purchase orders and contracts, 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 credit card for group according to Media Lab Finance and MIT procedure and compliance policy;
  • Manage course budgets; verify budget expenses, reconcile monthly accounting, and identify and resolve discrepancies in accordance with MIT financial policies and procedures. 
  • Prepare and submit Institute forms for expense reimbursements, event registration, travel reconciliation, space reservations, etc.;
  • Assist with UROP payroll;
  • Assist with visiting student application process;
  • Back-up support to MAS Program Assistant;
  • Assist with intake of visiting faculty;
  • Assist with faculty retreat planning;
  • Establishing and maintaining effective organization of faculty files and MAS webpages;
  • Other administrative duties as assigned.

Faculty Reviews

  • Coordinate meetings for faculty promotion review; 
  • Draft solicitation letters and track letter writers and their responses; 
  • Collect all materials needed and maintain version control; 
  • Create, edit, and compile promotion materials per the standards of the Dean’s office.

Faculty Recruitment

  • Coordinate interview scheduling, travel and related reimbursements for faculty candidates;
  • Coordinate and facilitate communications (in-person, virtual, telephone, etc.) and meetings with faculty search candidates;
  • Collect all materials needed for candidate interviews and maintain version control; 
  • Create, edit, and compile recruitment materials per the standards of the Dean’s office.

Supervision Received:

Supervision is provided by Mahnaz El-Kouedi, Director of Academic Program Administration.

Supervision Exercised:

None 

Qualifications

REQUIRED:

  • High School education or equivalent;
  • A minimum of three years of office experience as an administrative assistant, or related experience;
  • Ability to work collaboratively and effectively with a creative and diverse group of people;
  • Attentive to details with accuracy, resourceful and flexible, an individual who is able to concurrently handle competing priorities with calm efficiency fast-paced, open-office environment;
  • Exercises sound judgment with the ability to proactively anticipate needs, able to quickly and satisfactorily solve sensitive problems;
  • Diligent, responsible, ready to work;
  • Flexibility and an aptitude for handling a wide variety of duties; 
  • Confidential, discreet, diplomatic;
  • Ability to learn quickly and work with critical time demands;
  • Strong organizational and customer service skills;
  • Possess excellent verbal and written communications skills with demonstrated proficiency with English grammar and composition and excellent proofreading and editing skills;
  • Excellent computer skills including proficiency with Microsoft Office (Word, Excel) and Gmail and GoogleDocs, and comfortable using new software.

PREFERRED:

  • Associate’s or Bachelor’s degree;
  • SAPgui;
  • Concur;
  • Dropbox;
  • Interest in the education sector.

To apply, go to https://hr.mit.edu/careers and search for job ID# 21406

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