Administrative Assistant 2

MIT•Cambridge, MA

2d•Onsite

About The Position

Provide direct support to 3-5 NSE faculty members, their students, visitors, and postdoctoral staff. Assist with MIT administration navigation and grant/contract compliance. Support day-to-day group operations through knowledge of MIT and funding agency procedures. Independently organize events including site visits, workshops, meetings, and professional conferences. Prepare invitations, track RSVPs, reserve spaces, arrange catering, and coordinate audio-visual needs. Lead the annual Reactor Technology Course (RTC), a high-profile 3.5-week summer professional program. Prepare and edit professional documents (correspondence, journal articles, grant materials), ensuring proper formatting and references. Coordinate with journals on submissions. Prepare CVs and bibliographies for grants. Arrange complex faculty travel and group trips. Prepare CONCUR expense reports and train staff on MIT travel policies. Manage group supply purchases and vendor selection. Monitor budgets and resolve procurement issues. Ensure compliance with grant/contract requirements and navigate complex MIT procedures. Resolve issues with departments and external agencies. Support teaching activities through course website updates and material preparation. Assist with sponsored project management. Work with the NSE Fiscal Office to track project restrictions, prevent overspending, and maintain audit documentation. Manage confidential salary information responsibly. Update group web pages with bios, publications, and materials. Conduct document searches and share best practices with NSE colleagues and implement departmental solutions.

Requirements

High School education or equivalent
A minimum of three years of relevant administrative experience
Excellent interpersonal and communications skills
A strong customer service orientation
Excellent organizational skills
The ability to set priorities and manage a number of tasks in parallel in a busy environment
The ability to work both independently and as part of a team
Sensitivity and discretion when dealing with students and academic issues
Proficiency in Microsoft Word, Excel and PowerPoint
The ability to master new software quickly
A basic understanding of the accounting processes around billing and invoicing
Experience planning meetings and events
Proven experience working within a budget
The ability to anticipate needs

Nice To Haves

MIT experience
Bachelor’s Degree

Responsibilities

Provide direct support to 3-5 NSE faculty members, their students, visitors, and postdoctoral staff.
Assist with MIT administration navigation and grant/contract compliance.
Support day-to-day group operations through knowledge of MIT and funding agency procedures.
Independently organize events including site visits, workshops, meetings, and professional conferences.
Prepare invitations, track RSVPs, reserve spaces, arrange catering, and coordinate audio-visual needs.
Lead the annual Reactor Technology Course (RTC), a high-profile 3.5-week summer professional program.
Prepare and edit professional documents (correspondence, journal articles, grant materials), ensuring proper formatting and references.
Coordinate with journals on submissions.
Prepare CVs and bibliographies for grants.
Arrange complex faculty travel and group trips.
Prepare CONCUR expense reports and train staff on MIT travel policies.
Manage group supply purchases and vendor selection.
Monitor budgets and resolve procurement issues.
Ensure compliance with grant/contract requirements and navigate complex MIT procedures.
Resolve issues with departments and external agencies.
Support teaching activities through course website updates and material preparation.
Assist with sponsored project management.
Work with the NSE Fiscal Office to track project restrictions, prevent overspending, and maintain audit documentation.
Manage confidential salary information responsibly.
Update group web pages with bios, publications, and materials.
Conduct document searches.
Share best practices with NSE colleagues and implement departmental solutions.