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Administrative Coordinator

4 months ago

Lexington, United States MIT Lincoln Laboratory Full time

The Mission Assurance and Program Management Offices are located in the Director’s Office. The objective of the Mission Assurance Office (MAO) is to partner with program teams, Divisions, Groups, and Departments to collaboratively achieve mission success. The objective of the Program Management Office (PMO) is to provide direct support to the Laboratory’s most complex prototyping efforts.

Job Description:

This position will provide senior level administrative support to the Office Heads of MAO and PMO. The primary responsibilities are to manage multiple complex office schedules/calendars, coordinate meetings, and support 35 staff members within the two offices. Must ensure smooth coordination and management of all administrative activities for these offices. This will also include regular interaction with all levels of Laboratory leadership, sponsors, and vendors.

There are special projects that require a certain level of focus and review, and will need to prioritize time-critical matters. Will assist both groups with collecting, analyzing, and creating data reports.

Will plan special events and annual strategic offsite meetings, and will arrange travel for all staff members using Concur, process expense reports, and reimbursement vouchers.

Will be expected to utilize all available Laboratory administrative procedures, resources, and services to accomplish tasks as needed and will schedule candidate interviews and coordinate onboarding activities as well.

Will order supplies, enter and track purchase orders via SRM, make PCard purchases with budget authority limitations, submit ship orders and coordinate personnel moves.

Responsible for the coordination, planning, and execution of the annual Prototyping of Complex Systems Course and the Managing Advanced Technology Development Courses sponsored by the PMO and the annual Level 1 Program Offsite Meeting sponsored by the MAO.

Will be responsible for the configuration management of SharePoint and serve as the content owner for the MAO and PMO websites. Will help drive continuous improvement of forms, templates, and guides that will enable standard work documents.

Will serve as the Organizational Training Rep (OTR) for the groups and maintain registrar activities for Level 1 program training groups.

This position will require interaction with the business manager currently assigned to both offices. Other duties as assigned.

Requirements:

High school diploma, post high school education preferred At least 5 years of progressively responsible administrative experience desired Must possess strong administrative skills; self-confidence, mature judgment, cooperative and responsible attitude, and a conscientious and organized approach to work in a changing environment along with the ability to work effectively as part of a team Must be able to apply critical thinking to generate solutions Must be a self-starter and highly motivated Highly effective written and verbal communication skills Strong computer skills - proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), collaboration platforms (Teams and Zoom), and electronic document management systems such as SharePoint and Confluence Must be well-organized and able to prioritize multiple complex tasks seamlessly within the 2 groups Demonstrated attention to detail and ability to balance priorities among multiple, complex, and concurrent tasks Outstanding interpersonal, and creative problem-solving skills U.S Citizenship Must be able to obtain and maintain a security clearance

At MIT Lincoln Laboratory, our exceptional career opportunities include many outstanding benefits to help you stay healthy, feel supported, and enjoy a fulfilling work-life balance. Benefits offered to employees include: 

Comprehensive health, dental, and vision plans MIT-funded pension Matching 401K Paid leave (including vacation, sick, parental, military, etc.) Tuition reimbursement and continuing education programs Mentorship programs A range of work-life balance options ... and much more

for more information. As an employee of MIT, you can also take advantage of .