Employment

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ADMINISTRATIVE ASSISTANT II

Faculty Support Assistant, Department of Mathematics

To provide comprehensive administrative and financial support for several faculty members and their groups with teaching responsibilities and active research groups.

Principal Duties and Responsibilities (Essential Functions**):

• Perform all administrative duties and manage logistics for departmental events, seminars, colloquiums, workshops, conferences, and special events. This may include replicating established events, including to prepare agenda, presentation, invitations, and materials, arrange for space, food, and presentation needs, etc.
• Responds to inquiries requiring an in-depth understanding of MIT policies and procedures. Inquiries may be complex and require additional research. Take ownership of inquiries by providing explanations and instructions. Ensure inquiries are addressed and resolved
• Arrange and coordinate travel and itineraries for faculty, graduate students, and visitors
• Manage and process all purchasing such as place and track orders, receive and deliver shipments.
• Review, reconcile, and monitor monthly account statements for accuracy
• Handle all financial reimbursements for faculty, graduate students, and visitors
• Manage active and complex calendars and scheduling
• Edit reports, proofread, and prepare all correspondence
• Maintain reports and electronic filing systems that are highly confidential, personal, or complex. These include letters of recommendation for undergraduate, graduate, and postdoctoral candidates. Acts as a proxy to faculty to submit letters. Serve as a proxy for faculty members in the timely submission of recommendation letters
• Assist with administration of classes as necessary, including room reservations
• Distribute mail to faculty
• Monitor and order supplies as needed
• Create, edit, and finalize PowerPoint or Adobe presentations or posters
• May assist with website management
• Troubleshoot problems and investigate policies
• Assist with department events if needed
• Assist with HQ administration if needed
• Provide coverage for other administrative assistants as needed
• Handle a variety of other administrative duties as assigned

Supervision Received:

Supervised by Director, Administration and Finance or Human Resources Administrator

Supervision Exercised:

None

Qualifications & Skills:

REQUIRED: high school diploma or its equivalent; at least three years of administrative, office, or related experience; meticulous attention to detail; excellent interpersonal, and written and oral communication skills; willingness to work on special projects as needed; tact, discretion, and good judgment with sensitive/confidential information; advanced-level proficiency with Mac OS, Microsoft Office, web and graphic design software, email, and the internet; and experience working in an academic environment with multiple supervisors. Proactive problem- solver who can anticipate needs, manage multiple competing priorities, track work in progress, and meet deadlines despite frequent interruptions; process complex financial transactions; compose professional memos/correspondence; and work both independently with minimal supervision and as part of a team. Work may require moving objects weighing 10 to 20 lbs. Work may require traversing long distances or moving from site to site.

PREFERRED: Bachelor’s degree; experience with LaTex and PowerPoint. A thorough understanding of MIT administrative processes is strongly preferred.

Notes

Pay Range Minimum: $27.00
Pay Range Maximum: $32.90
Payroll Category: Support Staff
Pay Grade: 5