Job Description

The MIT Signal Kinetics Group, led by Prof. Fadel Adib, has an Administrative Assistant opening.  Applicants should have an interest in, or be willing to learn about, technology for societal impact (IoT, Digital Health, Robotics, RFID), especially in regards to climate, oceans, healthcare, and automation.

This is a part-time position (20 hours/week) with a hybrid schedule.  This is a Monday through Friday position and the preferred hours are 9am to 1pm.  Preferred days at MIT: Mon., Wed., and Friday or Mon., Thurs, and Friday.

Responsibilities

Finance

• Monitor all financial activities for the research group, including working with the Media Lab Finance team regularly to review established budgets and spending, including reporting back to the group Director as needed;
• Handle all financial transactions for the research group according to Media Lab Finance and MIT procedures and compliance policy, including but not limited to:

o   Expense reconciliation, reimbursements, day-to-day purchasing, purchase orders and contracts including independent contractor coordination – establish and close, complete monthly Financial Review & Control (FRC) reports, pay invoices, maintain all records, invoices, receipts, etc. according to MIT’s record retention policy;

o   Responsible for using MIT procurement and travel credit cards for the group according to Media Lab Finance and MIT procedure and compliance policy.

Administrative 

• Schedule PI and group calendars, including monitoring important deadlines. Meeting setup may include room reservations, catering, set up and clean up.
• Maintain, update, and ensure the group’s team and project web pages are up to date.
• Triage inquiries to facilitate communication between faculty, staff, students, member companies (shareholders), guest speakers, etc. This includes greeting visitors and helping to coordinate sponsor visits.
• Attend daily/weekly lab meetings and events, occasionally outside standard work hours (for Asian member companies).
• Assist with award reporting, such as drafting documents/forms using criteria from provided rubric and published technical papers from the research group 2-3 times per year;
• Draft general correspondence and other documents, including proofreading and editing of: administrative process documents, professor’s CV, and bio sketches. 
• Assist professor and students with travel arrangements, conference registrations and trip reports;
• Orient new students and affiliates to the research group’s administrative processes;
• Work closely with academic program to ensure effective onboarding of visiting students, UROPS (Undergraduate Research Opportunities Program), and researchers;
• Support onboarding/offboarding activities for group members, such as coordinating space, equipment, Media Lab/MIT accounts, etc.
• Establish and maintain effective organization for administrative tasks for the group.

Events - 10%

• Assist with coordinating standard event logistics for up to 2 events held at MIT with varied attendance from 30-85 people, webinar sessions and an occasional off-site event;

o   Logistics include, but not limited to: booking space, completing event forms, working with internal/external providers such as catering, (including setup and cleanup), and audio visual etc.

Other duties as assigned.

Qualifications

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or equivalent
• At least three years’ experience as an administrative assistant or related experience.
• Flexibility and an aptitude for handling a wide variety of duties.
• Ability to learn quickly and work with critical time demands.
• Strong organizational skills.
• Excellent verbal and written communications skills with demonstrated proficiency in English grammar and composition.
• Advanced computer skills including proficiency with Macintosh computers and Microsoft Office (Word, Excel, PowerPoint), and GSuite programs.
• Accurate, detail-oriented, resourceful individual who is able to multitask with calm efficiency in an environment with competing priorities and deadlines.
• Ability to work both independently and as a team player in a highly collaborative and interdisciplinary team of unique individuals.

PREFERRED EDUCATION AND EXPERIENCE:

• Bachelor’s or Associate’s degree.
• Experience in website development and maintenance.
• Experience in writing grants/proposals.

Pay range minimum: $27/hr

Pay range maximum: $32.90/hr

Application material must include a cover letter 

To apply, go to https://hr.mit.edu/jobs and search for job ID # 25887