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Massachusetts Institute of Technology Administrative Assistant 2 in Cambridge, Massachusetts

Administrative Assistant 2

  • Job Number: 23775

  • Functional Area: Office Support

  • Department: Chemistry

  • School Area: Science

  • Employment Type: Full-Time

  • Employment Category: Non-Exempt

  • Visa Sponsorship Available: No

  • Schedule: M-F

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    Job Description

ADMINISTRATIVE ASSISTANT 2, Chemistry, to provide complex administrative support for six physical chemistry faculty members. Will maintain calendars, schedule appointments, and coordinate meeting/seminar logistics; arrange travel for professors and their visitors; assist with preparing grant proposals through Coeus; respond to inquiries/telephone calls/visitors; prepare and copy correspondence and coursework materials and scan figures for use in document preparation; act as a resource on MIT-related issues; maintain contact information on former research group members; review and distribute mail/messages/faxes; perform general office duties and special projects as requested; perform financial tasks for professors, including coordinating salary assignments, managing credit card charges, handling JVs and requests for payment, reconciling accounts, ordering supplies, and creating change orders using SAP/SAPweb; and process travel expense vouchers and create complex accounting documents to reconcile travel reports.A full description is available here ( .

Job Requirements

REQUIRED: high school diploma or its equivalent; three years' direct/related experience in a professional administrative support position; excellent interpersonal, organizational, problem-solving, and written and oral communication skills; tact and good judgment with confidential information; attention to detail; initiative; proficient computer skills, including experience with Outlook, MS Word, Excel, PowerPoint, FileMaker Pro, Igor Pro, Adobe Acrobat, Photoshop, ChemDraw, MathType, HTML and Fetch, LaTeX, BibTeX, Latex Drawing, and scanner software; and ability to quickly learn additional applications. Must be able to interact effectively with a diverse group of research staff/students/visitors, multitask and balance and prioritize workload, research and resolve complex problems, anticipate needs, and work independently and as a team member. PREFERRED: bachelor's degree,; familiarity with MIT’s SAP and Coeus systems; and familiarity with Python or other coding/coding language(s), Dropbox, and GitHub. Job #23775-5

revised 3/4/24