Administrative Assistant 2

MIT • Cambridge, MA

4d

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.)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees