Administrative Assistant, AA-at-Large

• Job Number: 24405

• Functional Area: Office Support

• Department: Media Lab

• School Area: Architecture & Planning

• Employment Type: Full-Time

• Employment Category: Non-Exempt

• Visa Sponsorship Available: No

• Schedule:

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  Job Description

ADMINISTRATIVE ASSISTANT, AA-AT-LARGE, Media Lab, will support finance related transactions and provide varied administrative coverage for research groups and projects including during vacations and leaves; prepare and submit financial transactions for approval (e.g. reimbursements, purchasing, requisitions, quotes, purchase orders, and contracts), contacting vendors for receipts, and preparing travel expense reporting; maintain all records, invoices and receipts according to MIT’s record retention policies; reconcile Procurement card purchases; be responsible for use of MIT Procurement and Travel credit cards according to Media Lab Finance and MIT procedure and compliance policies, calendar scheduling and coordination support for Principal Investigators, group members, and students including data entry related to student admissions; draft, proofread, and edit basic correspondence (e.g. letters of recommendation, standard forms, and correspondence); support courses as assigned with course notes and materials; assist with coordinating lab accounts for new students and affiliates; maintain existing operating policies and procedures to effectively support research group operations and projects, including online filing systems (e.g. Dropbox and Google Drive) and project management tools; arrange basic travel for professors and students and create itineraries for professors as assigned by primary administrative assistant; assist professors and students with trip and out-of-pocket reimbursements as needed; reserve lab conference rooms, order and receive catering, set up and clean up rooms as assigned by primary group administrative assistant; and assist with supporting larger events including registration desk support as assigned by manager. Full job description found here (https://www.media.mit.edu/about/job-opportunities/)

Job Requirements

REQUIRED: high school diploma or equivalent; minimum of two years of administrative, office, or related experience; ability to work collaboratively and effectively with a diverse group of people and to concurrently handle competing priorities in a fast-paced environment; organized and resourceful; can proactively anticipate needs and quickly solve sensitive problems; excellent verbal and written communications, and customer service skills with demonstrated proficiency in English grammar and attention to detail; proficiency with Microsoft Office and Google Suite, and comfortable using new software. PREFERRED: associate or bachelor’s degree; familiarity with MIT business applications (e.g. SAPgui, Concur, B2P, Dropbox), Keynote, database applications (e.g. Salesforce and FilemakerPro), Evernote, Slack, and project management tools. Job #24405-4 9/12/2024