Administrative Assistant Floater

MIT•Cambridge, MA

7d•Hybrid

About The Position

The Administrative Assistant Floater supports faculty, research groups, and departmental headquarters in MIT Chemical Engineering by providing administrative, academic, operational, financial, and human resources assistance. Reporting to the Director of Administration and Finance, this role works independently with minimal supervision and provides coverage during staff absences. The position serves as a backup contact for faculty, group members, and functional areas; manages complex calendars and travel arrangements; prepares Concur expense reports; and processes reimbursements, purchases, invoices, Pro Card reconciliations, and monthly account reviews. It supports financial controls, research projects, discretionary spending, and grant-related materials. The floater also assists with course administration, site visits, and events; supports academic appointments and extensions; maintains webpages and records; conducts library and web research; and provides assistance to Communications, the Academic Office, HR, Events, Research Administration, and departmental headquarters as needed. The position may supervise workers or temporary staff. Hybrid scheduling depends on performance and business needs, and occasional evening and weekend work may be required.

Requirements

High school diploma.
Minimum of three years of administrative experience.
Proficiency with Microsoft Office.
Discretion, flexibility, organization, communication skills, and attention to detail.
Comfort learning technology.
Ability to manage concurrent priorities independently and collaboratively.

Nice To Haves

Bachelor’s or Master’s degree.
Experience with SAP or Dropbox.
MIT experience.
Event planning experience.

Responsibilities

Serve as a backup contact for faculty, group members, and functional areas, covering staff absences.
Manage complex calendars and arrange travel.
Prepare Concur expense reports and process reimbursements, purchases, invoices, and Pro Card reconciliations.
Conduct monthly account reviews and support financial controls, research projects, discretionary spending, and grant-related materials.
Assist with course administration, including preparing and posting class materials, scanning, printing, filing, booking classrooms, coordinating catering and exams, and maintaining records.
Coordinate site visits and events, including room reservations, food orders, meeting setup, publicity, logistics, and closeout.
Support academic appointments and extensions through the QuickBase People App.
Maintain faculty, group, and database webpages.
Conduct library and web research.
Assist Communications, the Academic Office, HR, Events, Research Administration, and headquarters functions as needed.
May supervise workers or temporary staff.