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Faculty Support Administrative Assistant

Position Overview:

Faculty Support Administrative Assistant, Department of Mathematics, to provide complex administrative and financial support for several faculty members and their groups.

Principal Duties and Responsibilities (Essential Functions**):

• Perform all administrative duties (including scheduling and ordering food) for departmental talks, seminars, colloquiums, workshops, conferences, and special events
• Arrange travel and itineraries for faculty, graduate students, and visitors (including temporary housing)
• Process all purchases, such as placing and tracking orders, receiving shipments, and matching packing slips with purchase orders.
• Review, reconcile, and monitor monthly account statements
• Handle financial reimbursements and purchases for faculty, graduate students, and visitors.
• Keeping complex calendars
• Edit reports and prepare correspondence and documents
• Maintain reports and electronic filing systems that are highly confidential, personal, or complex. These include undergraduate, graduate, and postdoctoral letters of recommendation. 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
• Deliver mail to faculty
• Create, edit, and finalize PowerPoint presentations or posters
• Update websites;
• Troubleshoot problems;
• Assist with department events if needed
• Assist with HQ administration if needed
• Provide coverage for other assistants as needed
• Handle a variety of other administrative duties as assigned

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.

C.L.E. Moore Instructor (in Pure Mathematics), Instructor (in Applied Mathematics or Statistics)

These 3-year positions, starting September 2025, are open to mathematicians who show outstanding abilities and exceptional potential in research. Applicants with PhD’s after January 2024 are strongly preferred. Appointees will be expected to fulfill teaching duties (one subject or two recitations per semester) and pursue their own research program. We request that applications and other materials, including (a) curriculum vitae (including publication list), (b) research statement, (c) teaching statement, and (d) three letters of recommendation, be submitted online at www.mathjobs.org. It is highly recommended that one of the letters is written specifically to discuss your teaching abilities, experience and/or potential. Applications must be complete by December 1, 2024 to receive full consideration.

The Department of Mathematics offers supportive mentorship to junior faculty and instructors, an exceptional environment for mathematical inquiry, and a strong commitment to an inclusive, welcoming culture.

For full consideration, applications for all positions should be received by December 1, 2024.

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Financial Coordinator

Financial Coordinator, Mathematics, reporting directly to the Senior Financial Administrator, coordinates sponsored program and gift-related financial activities for a large academic department with annual expenses of ~30M. Performs diverse financial duties such as preparing, reviewing, and submitting proposals and budgets; reconciling and auditing monthly accounts; and preparing and analyzing financial reports for multiple accounts or projects.

Principal Duties and Responsibilities (Essential Functions**):

• Advises Principal Investigators, other faculty, researchers and staff on matters pertaining to research administration. Escalates complex matters to management.
• Coordinates the preparation, review, and submission of budgets and/or grants proposals, following appropriate policies and procedures. Assists direct supervisor and/or faculty member(s) with proposal development and submissions in accordance with MIT/ sponsor/donor policies.
• Tracks and monitors the financial performance of grants and contracts to ensure compliance with MIT and sponsor policies and consistency with approved award budget.
• Creates, implements and maintains various financial systems, including budget and proposal tracking system, for multiple accounts.
• Assists with forecasting account balances.
• Assists with department purchasing activities, approving travel reports and purchasing requisitions in B2P, verifying procurement card expenses, request for payments (RFP), etc.
• Monitors select financial and/or research accounts, coordinating the timely payment of invoices, initial account setups, extensions, and closeouts.
• Participates in special projects as assigned by management.

Qualifications & Skills:

REQUIRED: Bachelor’s degree and minimum of two years of relevant financial management experience; knowledge of federal research regulations, experience in academic programs and administration, diligence, excellent organizational and interpersonal skills, attention to detail, and strong analytical and communications skills. Demonstrated sound judgment and ability to quickly meet short turn-around times are vital. Seek service-oriented professional who is able to multitask and perform hands-on work in a team-based work group. Require strong experience with financial systems and sponsored accounting; excellent computer skills and proficiency in Microsoft Office applications (Word, Excel, and PowerPoint),
PREFERRED: MIT financial systems and experience strongly preferred.