Administrative Assistant 2

MIT • Cambridge, MA

3d

About The Position

The Administrative Assistant 2 provides administrative support to a large research group and active NASA mission operations, supporting faculty, research staff, engineers, students, and post-doctoral fellows and associates. The role requires resourcefulness in researching and resolving issues, independent judgment, and the ability to anticipate needs.

Responsibilities include financial recordkeeping and reporting, purchasing, receiving deliveries, managing credit card charges and software subscriptions, processing travel expense vouchers, answering scientific publication and other database queries, and serving as a resource for lab members and visitors regarding MIT-related issues. The position also assists with organizing NASA and other TESS-relevant professional visits, distributes mail, messages, and faxes, and performs filing, copying, and other special project duties as requested.

Requirements

• High school diploma or equivalent.
• Three years of experience in a professional administrative support position.
• Excellent organizational, problem-solving, interpersonal, written communication, and oral communication skills.
• Ability to interact effectively with a diverse group of staff, students, and visitors.
• Good judgment and discretion when handling confidential information.
• Attention to detail.
• Ability to multitask.
• Proficiency with MS Word, Excel, and PowerPoint.

Nice To Haves

• Bachelor’s degree.
• Familiarity with MIT systems, such as SAP, Coeus, and Concur.
• Experience with financial recordkeeping and reporting, including NASA 533 reports.
• Experience with contract development and management.
• Ability to manage, document, and report project finances and develop and manage contract agreements.

Responsibilities

• Maintain financial records and prepare reports, including federal 533 reports.
• Generate plots and tables and complete forms in support of financial or contractual inquiries.
• Handle purchasing and receive deliveries.
• Manage credit card charges and software subscriptions.
• Process travel expense vouchers.
• Respond to scientific publication and other database queries.
• Serve as a resource for lab members and visitors regarding MIT-related issues.
• Assist with organizing NASA and other TESS-relevant professional visits, including ordering catered food and making restaurant reservations.
• Distribute mail, messages, and faxes.
• Perform filing and copying.
• Complete other special project duties as requested.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED