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Administrative Coordinator

2 months ago

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

Job Summary

The Administrative Assistant will provide comprehensive administrative support to active faculty members, postdocs, graduate students, and staff at the Massachusetts Institute of Technology. The successful candidate will serve as a primary contact for assigned professors and liaison between principal investigators (PIs) and all stakeholders.

Key Responsibilities

  • Act as a primary contact for assigned professors and liaison between principal investigators (PIs) and all stakeholders
  • Calendar management and scheduling
  • Answering phones and responding to inquiries
  • Maintaining listservs and databases
  • Ordering supplies and managing inventory
  • Basic website management and editing documents
  • Overseeing the maintenance of office equipment and property
  • Solving basic computer issues and performing general technical support
  • Handling general financial duties, including reimbursements, processing requisitions/purchase orders/requests for payment/invoices, and managing purchase card (Pcard) transactions
  • File maintenance and organization
  • Coordinating logistics for events and meetings
  • Ensuring lab members are up-to-date on trainings and certifications
  • Performing other duties as assigned

Requirements

  • High school diploma or equivalent
  • Three years' administrative experience, preferably in higher education
  • Microsoft Office proficiency and strong data entry skills
  • Ability to use databases and identify and quickly learn new applications
  • Scheduling and calendar management skills
  • Meticulous attention to detail and excellent organizational skills
  • Excellent interpersonal, written, and oral communication skills
  • Initiative and ability to work independently
  • Tact and good judgment when handling confidential material
  • Ability to move items weighing up to 25 lbs
  • Ability to proactively anticipate issues and complications before they arise and resolve problems in a thorough and timely manner
  • Ability to juggle multiple tasks and meet deadlines without compromising quality
  • Ability to handle a high volume of work and exercise independent judgment in considering a course of action
  • Ability to anticipate and act on the needs of direct managers/stakeholders
  • Ability to provide information/service to a wide range of contacts