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Administrative Assistant 2

MIT – Cambridge, MA

Working at MIT offers opportunities, an environment, a culture and benefits that just arent found together anywhere else. If youre curious, motivated, want to be part of a unique community, and help shape the future then take a look at this opportunity.


ADMINISTRATIVE ASSISTANT 2, Chemistry, to provide complex administrative support for faculty. Responsibilities include coordinating organic seminar program and special events, (e.g., travel, catering, audio/visual, visitor schedules, classroom/dining reservations, reimbursements/payments, etc.); administering the Chemistry Outreach Program (e.g., maintaining contact database, contacting local high schools to generate interest, maintaining volunteer data and visit reports, processing reimbursements, ordering supplies, answering inquiries); providing editorial support for Organic Syntheses, including updating the Twitter feed, assisting with coordinating the PUI grant program, compiling financial reports, and handling special projects; calendar/appointment management; arranging logistics for meetings/seminars/events; working with the finance team on preparing and submitting grant proposals, subawards, and grant closeouts; reviewing research and discretionary accounts, updating budget and projection information, monitoring spending, and providing feedback to faculty; responding to inquiries; acting as a resource for lab members regarding MIT-related issues (purchasing, vendor relations, policies/procedures); coordinating salary assignments, managing credit card charges, creating journal vouchers and requests for payment, reconciling accounts, ordering supplies, and processing change orders using B2P; arranging travel and reimbursements; coordinating/tracking postdoctoral/graduate student/visiting student appointments; maintaining group websites; and other duties as assigned.

Job Requirements

REQUIRED: at least three years related administrative/office experience; strong analytical, problem-solving, editorial, time-management, organizational, communication, interpersonal, and customer service skills; ability to prioritize and function effectively despite frequent interruptions and deadline pressure; meticulous attention to detail; and proficiency with Excel, Word, PowerPoint, and WordPress. Must be able to interact effectively with a diverse group of students/faculty/staff/visitors; work independently and as part of a team; maintain confidentiality of sensitive information; and interpret, communicate, and apply policies and procedures. Bachelors degree and experience maintaining websites preferred. Job #17602-5

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