Academic Programs Assistant 2

MIT•Cambridge, MA

About The Position

This position serves as an Academic Programs Assistant 2 in the Earth, Atmospheric & Planetary Sciences department, specifically within the Education Office. The role involves performing complex and diverse administrative and office management duties to support the Assistant Director of Academic Programs. The Education Office serves approximately 40 faculty, 195 graduate students, and 40 undergraduate students, acting as the primary point of contact for external constituents. The position requires strong problem-solving skills in varied and complex situations and functions as a high-level individual contributor to multiple projects.

Requirements

A minimum of five years of administrative or related experience in student services or a similar position.
Excellent interpersonal, verbal, and written communication skills.
Strong telephone and email presence.
Outstanding organizational skills.
Attention to detail.
Good time management and project management experience.
Ability to work both independently and as part of a team.
Resourcefulness and self-motivation.
Service-oriented.
Comfortable working in a fast-paced and complex environment.
Proficiency with MS Office.

Responsibilities

Responding to telephone and email inquiries.
Assisting with processing and managing graduate student appointments, grades, degree lists, and thesis submission.
Scheduling classrooms for the building and coordinating scheduling with other headquarters administrative assistants (AA).
Maintaining the education databases for student records and admissions.
Monitoring expenses and processing reimbursements.
Assisting in maintaining the internal pages of the department website.
Drafting correspondence and scheduling meetings for the admissions/education committees.
Serving as the event coordinator for the education office, including assisting in the organization and execution of educational activities such as DEAPS, IAP, UROP, field trips, admissions open house, and orientation.
Training administrative assistants in Education Office procedures and regularly reviewing procedures with all administrative assistants.
Working with faculty and their support staff on processing visiting student applications.
Creating and distributing event materials.
Providing general support to the Assistant Director of Academic Programs in other educational activities.
Acting as the primary contact for the EAPS Undergraduate Council.