Admin and Finance Assistant

MIT•Cambridge, MA

About The Position

The Admin and Finance Assistant at D-Lab will provide support to the Director of Administration and Finance, the Executive Director, and other staff as needed. This role involves interacting with faculty, staff, and students, managing program/project budgets, monitoring and reconciling expenses, and processing accounting transactions. The assistant will also handle accounts reconciliation, prepare necessary documentation, manage inventory, select vendors, and utilize signature and purchasing authorization. Additionally, the role includes making travel arrangements, serving as the D-Lab's IT Liaison with Desktop Support, creating and maintaining standard procedures and filing systems, supporting trip leaders with administrative procedures for student travel, accessing and distributing class lists, disseminating administrative deadline information to instructors, and coordinating logistics for classes, meetings, events, and conferences.

Requirements

High School diploma
A minimum of three years of experience
Strong organizational, analytical, and problem-solving skills
Proven ability to set priorities, handle multiple tasks simultaneously, follow through, and meet deadlines in a high-paced environment
Outstanding interpersonal and communication skills

Nice To Haves

Bachelor’s degree
Three years of experience preferably in finance, accounting, or business administration
Experience with contracts and financial administration
Experience managing databases and using software applications (MS Office Suite, SAP, Concur, Adobe Suite, Salesforce, Google Drive, Dropbox, and similar)

Responsibilities

Provide support to the Director of Administration and Finance, the Executive Director, and other staff as needed.
Interact with faculty, staff, and students.
Manage program/project budgets.
Monitor, reconcile, and control program/project expenses.
Process and approve accounting transactions.
Assist with accounts reconciliation and necessary documentation for administration and finance.
Monitor and order inventory.
Select vendors.
Utilize signature and purchasing authorization.
Make travel arrangements.
Serve as D-Lab’s IT Liaison with Desktop Support.
Create and maintain standard procedures and filing systems.
Support trip leaders in preparation for student group travel and train them on administrative procedures.
Access and distribute class lists.
Disseminate information about important administrative deadlines to class instructors.
Coordinate logistics for classes, meetings, large events, and conferences.