Job Description

ADMINISTRATIVE ASSISTANT 2, Chemistry, to provide complex administrative support for six physical chemistry faculty members.  Will maintain calendars, schedule appointments, and coordinate logistics for meetings/seminars; make travel arrangements for professors and their visitors; assist with preparing grant proposals through MIT’s proposal system; respond to inquiries, telephone calls, and visitors; prepare and copy correspondence and coursework materials and scan figures for use in document preparation; act as a resource on MIT-related issues; maintain contact information on former research group members; review and distribute mail/messages/faxes; perform general office duties and special projects as requested; perform financial tasks for professors Field and Cao, including coordinating salary assignments, managing credit card charges, handling JVs and requests for payment, reconciling accounts, ordering supplies, and creating change orders using SAP and SAPweb; and process travel expense vouchers and create complex accounting documents to reconcile travel reports with cost object balances.  

REQUIRED: high school diploma or its equivalent; three years' direct/related experience in a professional administrative support position; excellent interpersonal, organizational, problem-solving, and written and oral communication skills; tact and good judgment with confidential information; attention to detail; proficient computer skills, including experience with Outlook, MS Word, Excel, PowerPoint, FileMaker Pro, Adobe Acrobat, Photoshop, ChemDraw, MathType, HTML and Fetch, LaTeX, BibTeX, Latex Drawing, and scanner software; and ability to quickly learn additional applications.  Must be able to interact effectively with a diverse group of research staff/students/visitors, multitask and successfully balance and prioritize workload, take initiative, research and resolve complex problems, anticipate needs, and work independently and as a team member.  PREFERRED:  bachelor's degree and familiarity with MIT’s SAP and Coeus systems.  Job #23775-5

2/26/24

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