Administrative Assistant 2

MIT•Cambridge, MA

About The Position

ADMINISTRATIVE ASSISTANT 2 , Architecture , will handle a variety of tasks in support of the Architectural Design + Urbanism discipline group; serve as a source to faculty, graduate students and visitors and serve as a liaison between section and Headquarters office; provide organizational support of section activities, including, but not limited to, travel arrangements for field trips; schedule section faculty meetings; and participate in events management related to academic and social activities including StudioPreview, Open Houses, lecture and exhibitions openings, end-of-term studio and thesis reviews, student social events, and conferences. Event management includes room reservations, set-up, catering, alcohol permission, advertising, serving as liaison with speakers and collecting RSVP’s, etc. Will monitor expenditures and prepare all forms of purchasing/ reimbursement documents as related to events, classroom supplies, and general office supplies; provide support for subject offerings, including room reservations, collection of grades and syllabi, guidance of Teaching Assistants as it relates to purchasing procedures; oversee the TA/RA placement each semester; participate in the admissions efforts throughout the year by answering inquiries from prospective applicants as support to the direct activities of the admissions committee; and be expected to perform routine tasks (mail, photocopying, distribution of office keys, etc.).

Requirements

A minimum of three years of experience in a professional administrative office support position, preferably in an academic environment

Nice To Haves

Meticulous attention to detail
Demonstrated organizational/events management experience
Extensive computer proficiency, including standard Office suite, familiarity with Concur and CANVAS
Be proactive and resourceful, with upbeat customer service attitude and the ability to multitask with calm efficiency in a work environment with changing priorities
Position requires occasional compensated extended hours related to special events.

Responsibilities

Handle a variety of tasks in support of the Architectural Design + Urbanism discipline group
Serve as a source to faculty, graduate students and visitors
Serve as a liaison between section and Headquarters office
Provide organizational support of section activities, including, but not limited to, travel arrangements for field trips
Schedule section faculty meetings
Participate in events management related to academic and social activities including StudioPreview, Open Houses, lecture and exhibitions openings, end-of-term studio and thesis reviews, student social events, and conferences
Event management includes room reservations, set-up, catering, alcohol permission, advertising, serving as liaison with speakers and collecting RSVP’s, etc
Monitor expenditures and prepare all forms of purchasing/ reimbursement documents as related to events, classroom supplies, and general office supplies
Provide support for subject offerings, including room reservations, collection of grades and syllabi, guidance of Teaching Assistants as it relates to purchasing procedures
Oversee the TA/RA placement each semester
Participate in the admissions efforts throughout the year by answering inquiries from prospective applicants as support to the direct activities of the admissions committee
Perform routine tasks (mail, photocopying, distribution of office keys, etc.)