Administrative Assistant II
Position Overview:
Administrative Assistant II, School of Engineering and Schwarzman College of Computing – Institute for Data Systems and Society (IDSS) under minimal supervision, performs complex and diverse administrative and financial duties in support of the (faculty) Director and Director of Administration and Finance. Duties include managing a very active calendar; coordinating meetings, events and presentations; edit and proofread all correspondence, reports, presentations, and recommendation letters; website maintenance; anticipating and initiating actions regarding office operations which require knowledge of the Institute and other departments; serving as initial point of contact for Director’s visitors; manage faculty searches and promotion cases in partnership with home departments. Organize weekly IDSS faculty lunches. Coordinating complex domestic and international travel arrangements; providing travel itineraries and processing travel expenses using Concur. Provide backup as needed for other IDSS HQ events and activities.
Principal Duties and Responsibilities (Essential Functions**):
Administrative Support [85%]: Manage calendar and schedule diverse and complex appointments, meetings, and all complex domestic and international travel arrangements. Resolve more complex problems, including travel issues, financial inquiries and coordination with others in a thorough and timely manner. Edit correspondence and documents, such as recommendation letters, slide presentations, etc. Manage faculty searches and promotion cases in partnership with home departments. Maintain and update websites. Assist with preparation of materials such as grant proposals and site visits. Research and gather information for more complex projects. Respond to inquiries requiring a broad understanding of IDSS’ policies and procedures. Provide explanations and instructions to faculty, students, visiting scholars and scientists, and members of other departments. Ensure inquiries are addressed and resolved. Research and interpret a variety of situations, and determine appropriate course of action. Resolution requires developing approaches based on understanding of precedents and past practices. Create and maintain electronic filing systems and monitor efficiency. Manage special projects as assigned by Director Deal with confidential matters (e.g., payroll or salary information) using discretion and judgment.
Financial Support [10%]: Work closely with IDSS financial team (and LIDS as needed) to assist with spending on research projects and discretionary accounts. Process necessary accounting transactions (travel reports, RFPs, purchase requisitions). Monitor and order supplies for researcher staff needs. Work within established supply budgets; select vendors, use signature and purchasing authorization. Responsible for staying within budget and following budgetary guidelines.
Event planning and Logistics [5%]: Coordinate high-profile events such as large seminars or workshops for MIT-related events outside of the department, typically replicating established events. This includes: prepare agenda, presentation, invitations, and materials, etc.; arrange for space, food, and presentation needs, etc. Organize the weekly faculty lunches, including inviting and tracking the speakers, ordering food, and setting up the AV. Prepare complex itineraries for multiple constituents, including external collaborators related to the event. Perform other administrative, financial and clerical duties as required.
Supervision Received: Will be supervised by the faculty Director and Director of Administration and Finance.
Supervision Exercised: None.
Qualifications & Skills:
REQUIRED:
- High School education or equivalent
- Minimum 3 years of administrative, office, or related duties
- Ability to work independently with minimal supervision and collaborate as part of a team
- Excellent interpersonal and communication skills, and attention to detail
- Seek creative, organized, results-oriented professional who possesses office management and advanced computer software skills
- Proficiency with MS Office products, desktop publishing, database, and web software (e.g., WordPress) needed;
- Familiarity with multiplatform operating systems needed (Macintosh and PC required)
PREFERRED:
- Previous MIT experience
MIT is committed to supporting a safe and equitable workplace. MIT and IDSS are developing guidance, policies, and models for returning to work on campus in the fall. As of May 2022, this position is designated to work a five-day on-campus schedule during the first six months of employment with the possibility of working a four-day on-campus schedule with one day of remote work and is subject to change.
