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Administrative Assistant 2

Job Description

ADMINISTRATIVE ASSISTANT 2, Biological Engineering (BE), to perform a range of complex clerical, administrative, and financial duties in support of three faculty members and their laboratories. Duties include serving as a liaison between students, staff, DLCs (departments, labs and centers) and external contacts; coordinating travel arrangements, including itineraries and expenses; serving as initial point of contact for visitors; coordinating meetings, events, and seminars; working on projects with other administrative support staff; maintaining systems for relevant materials (e.g., CV, biographical sketches, award statements, facilities and equipment lists); assisting with the preparation of educational materials; typing and proofreading correspondence; handling confidential payroll and financial information; collaborating with BE Human Resources on submitting personnel transactions and with its finance team on reviewing, reconciling, and monitoring monthly account statements; ensuring grant expenditures are compliant with approved budget and sponsor guidelines; assisting with creating pre- and post-proposal documents; processing accounting documents (e.g., requisitions, journal vouchers, travel reports, requests for payment, invoices); serving as VIP card approver; distributing mail; and overseeing office/laboratory space usage.  

Job Requirements:
REQUIRED: high school diploma or its equivalent; three years’ administrative, office, or related experience; meticulous attention to detail; excellent administrative, organizational, customer service, interpersonal, and verbal and written communication skills; discretion with confidential information; ability to exercise good judgment, take initiative, prioritize and manage multiple diverse tasks simultaneously, problem solve, work independently and as part of a team, and own and follow through on tasks; and proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook) and Adobe Acrobat.  PREFERRED:  bachelor’s degree; experience with MIT accounting and grants management procedures and SAP/SAPweb; and proficiency with web publishing, FileMaker, and FileZilla.  Job #22486-5 

This is a full-time (37.5 hrs/wk.) position.

3/14/23

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