Office Admin

MIT•Cambridge, MA

About The Position

The Office Admin for Technology Review manages the CEO’s calendar, schedules appointments and meetings, coordinates travel arrangements and meeting locations, and assists with technology setup. The role completes travel reports in Concur, coordinates with Finance and MIT Travel, manages ProCard documentation and local expenses, and processes invoices to ensure freelancers and artists working with the Editorial team are paid on time. The Office Admin responds to employee inquiries, explains policies and procedures, assists visitors, and helps resolve questions and concerns. The role coordinates new-hire onboarding, system access, HRIS data entry, office orientation, and welcome kits, and supports offboarding through exit interviews and equipment collection. It also assists with HR transactions, applicant tracking, timesheets, and reporting as needed. Additional duties include preparing and editing correspondence and documents, coordinating mailings, updating websites when needed, and maintaining accurate databases, spreadsheets, and records, including sensitive information. The Office Admin monitors and orders office supplies, verifies deliveries and invoices, manages vendors, ensures purchases comply with budgets and purchasing policies, and collaborates with Finance to monitor expenditures and process purchases through ProCard or purchase orders. The position provides administrative support for programs and projects, coordinates daily office operations, maintains filing systems and shared documents, manages emergency contact lists, and updates office policies and procedures. Other duties may be assigned, and the Office Admin may provide guidance or task-specific feedback to other support staff when needed.

Requirements

High school diploma or equivalent.
A minimum of three years of administrative, office, or related experience.
Strong organizational, communication, problem-solving, data management, financial administration, and multitasking skills.

Responsibilities

Manage the CEO’s calendar and schedule appointments and meetings.
Coordinate travel arrangements and meeting locations, and assist with technology setup.
Complete travel reports in Concur and coordinate with Finance and MIT Travel.
Manage ProCard documentation and local expenses.
Process invoices and ensure timely payment to freelancers and artists working with the Editorial team.
Respond to employee inquiries, explain policies and procedures, assist visitors, and help resolve questions and concerns.
Coordinate new-hire onboarding, system access, HRIS data entry, office orientation, and welcome kits.
Support offboarding through exit interviews and equipment collection.
Assist with HR transactions, applicant tracking, timesheets, and reporting as needed.
Prepare and edit correspondence and documents, coordinate mailings, and update websites when needed.
Maintain accurate databases, spreadsheets, and records, including sensitive information.
Monitor and order office supplies, verify deliveries and invoices, and manage vendors.
Ensure purchases comply with budgets and purchasing policies; collaborate with Finance to monitor expenditures and process purchases through ProCard or purchase orders.
Provide administrative support for programs and projects and coordinate daily office operations.
Maintain filing systems and shared documents, manage emergency contact lists, and update office policies and procedures.
Perform other duties as assigned and provide guidance or task-specific feedback to other support staff when needed.