Administrative Assistant 2
About The Position
ADMINISTRATIVE ASSISTANT 2 , Chemical Engineering , to provide administrative support to assist faculty members and their research groups with administrative, academic, operations, and some finance and HR matters related to the smooth operations of their research groups; serve as main administrative point of contact, promptly addressing queries; manage class materials preparation, including lecture notes, scanning, printing, and filing; coordinate class-related activities such as classroom booking, catering, and exams; arrange domestic and international travel for faculty and group members, prepare expense reports; assist with complex calendar management for faculty and group members; coordinate large and small-scale events for domestic and international audiences; perform basic library and web searches, manage book pickups/returns, and scan/file documents; manage financial review and control processes; process reimbursements and verify Pro-Card charges; assist ChemE HR staff with academic appointments and paperwork for international/domestic faculty; coordinate site visits and assist with grant-related materials and project spending; assist ChemE Research Finance staff in preparation of grant-related materials as needed; assist with financial review and control process and reconciliation of monthly accounting statements maintain web pages and databases for assigned faculty; act as the main point of contact for administrative support to group members of the assigned faculty portfolio; and coordinate site visits for assigned faculty.
Requirements
- High school diploma or equivalent and a minimum of three years of administrative experience
- computer proficiency using Microsoft Office (Word, Excel, PowerPoint, FileMaker, and Outlook)
- excellent organizational and communication skills
- ability to interact with diverse groups, work independently and as part of a team
- ability to handle multiple tasks concurrently and deal with confidential information with discretion
Nice To Haves
- Bachelor’s or Master’s degree
- experience with SAP and Dropbox
- MIT experience
Responsibilities
- provide administrative support to assist faculty members and their research groups with administrative, academic, operations, and some finance and HR matters related to the smooth operations of their research groups
- serve as main administrative point of contact, promptly addressing queries
- manage class materials preparation, including lecture notes, scanning, printing, and filing
- coordinate class-related activities such as classroom booking, catering, and exams
- arrange domestic and international travel for faculty and group members, prepare expense reports
- assist with complex calendar management for faculty and group members
- coordinate large and small-scale events for domestic and international audiences
- perform basic library and web searches, manage book pickups/returns, and scan/file documents
- manage financial review and control processes
- process reimbursements and verify Pro-Card charges
- assist ChemE HR staff with academic appointments and paperwork for international/domestic faculty
- coordinate site visits and assist with grant-related materials and project spending
- assist ChemE Research Finance staff in preparation of grant-related materials as needed
- assist with financial review and control process and reconciliation of monthly accounting statements maintain web pages and databases for assigned faculty
- act as the main point of contact for administrative support to group members of the assigned faculty portfolio
- coordinate site visits for assigned faculty
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
