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Administrative Support Specialist

2 months ago

Cambridge, Massachusetts, United States Massachusetts Institute of Technology Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant 2 to provide administrative support to two faculty members in the Research Laboratory of Electronics (RLE)-Microsystems Technology Laboratories (MTL). The successful candidate will be responsible for a variety of financial, administrative, and media support responsibilities, including processing purchases, coordinating travel, and reconciling expenses.

Key Responsibilities
  • Process financial transactions, including purchases and expense reports
  • Coordinate travel arrangements and reconcile expenses
  • Review and reconcile monthly account statements and PCard activity
  • Handle confidential payroll and financial information
  • Assist with sponsored account closeouts and process requests for payment
  • Liaise with fiscal officers regarding contract extensions and distribution of new funds
  • Assist student advisees with making appointments and maintaining the Outlook calendar for one faculty member
  • Perform administrative tasks, including copying, distributing graded materials, and ordering catering
  • Support the administrative needs of the research group, including setting up new group members and coordinating key requests
  • Assist with seminar and conference logistics, including room setup and clean-up, and arranging AV equipment
  • Maintain electronic copies of vitae, theses, and publications
Requirements
  • High school diploma or equivalent
  • Three years of administrative, office, or related experience
  • Attention to detail and excellent organizational, interpersonal, and communication skills
  • Ability to prioritize and track multiple tasks and interact effectively with multiple constituencies
  • Strong financial skills and discretion with confidential information
  • Advanced-level knowledge of PC and Mac platforms, Microsoft Office, WebEx, Zoom, and Dropbox

MIT is an equal opportunity employer.