Senior Administrative Assistant

Information on MIT’s COVID-19 vaccination requirement can be found at the bottom of this posting.

SENIOR ADMINISTRATIVE ASSISTANT, Biological Engineering, to provide complex, diverse administrative and financial support for two faculty members and their laboratories.  Responsibilities include complex meeting and appointment management; coordinating travel, including itineraries and travel expense processing using Concur; serving as the initial point of contact for visitors; planning and coordinating event logistics; assisting with preparing, editing, and proofreading correspondence/documents; assisting with preparing educational materials; maintaining systems for easy retrieval of material; preparing personnel transaction forms; handling confidential payroll and financial information; reviewing, reconciling, and monitoring monthly account statements; ensuring grant expenditures are compliant with approved budget and sponsor guidelines; working closely with department’s fiscal office on creating pre- and post-proposal documents (e.g., biographical sketches, publication listings, protocol applications, progress reports, etc.); processing accounting documents (e.g., requisitions, journal vouchers, travel reports, requests for payment, invoices); serving as VIP card approver; distributing mail; overseeing office/laboratory space usage; developing in-depth knowledge of MIT processes/procedures to anticipate and initiate actions regarding lab operations.  

Job Requirements
REQUIRED:  high school diploma or its equivalent; five years’ experience in a professional administrative office support position that included account management; broad understanding of work-area policies/procedures; meticulous attention to detail; excellent administrative, organizational, customer service, interpersonal, and verbal and written communication skills; discretion and good judgment with confidential information; ability to take initiative, manage multiple diverse tasks simultaneously, work independently and as part of a team, and own and follow through on tasks; and proficiency with Slack, Microsoft Office (Excel, Word, PowerPoint, Outlook), and Adobe Acrobat.  PREFERRED:  bachelor’s degree; proficiency with web publishing, SAP/SAPweb, FileMaker, and FileZilla; and experience with MIT accounting and grants management procedures.  Job #21972-6

This is a full-time (35 hours/week) position.

10/12/22