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Administrative Assistant 2
Job Description
ADMINISTRATIVE ASSISTANT II, Kavli Institute for Astrophysics and Space Research (MKI), to provide complex and diverse administrative support to members of the Astrophysics Division of the Physics Department, including faculty and their research groups, research staff, postdoctoral scholars, graduate students, and visitors. Tasks for multiple faculty members will include calendar management, scheduling complex meetings with both internal and external collaborators, making room reservations, arranging travel accommodations, handling purchases, proofreading documents and submission of recommendation letters, and assisting with the preparing and copying of class materials and course notes. Will also act as the primary source of information for the group about MIT policies and procedures, facilitate department-related projects and events; regularly communicate with MKI headquarters and appropriate MIT offices about the administrative needs of faculty, research staff, and students; coordinate faculty searches for the division, serving as primary contact; create and maintain applicant database and arrange travel and lodging for finalists’ visits; manage room reservations, catering, and schedule of talks and video production arrangements; act as the point of contact for Visitor’s Office scheduling; keep track of loaning and retrieval of keys; and perform other duties as needed.
Job Requirements:REQUIRED: high school diploma or its equivalent; at least three years of experience in an administrative support or related position; excellent interpersonal, communication, and organizational skills; ability to multitask, set priorities, and work efficiently despite interruptions in a fast-moving and evolving research environment; and a proactive approach to identifying problems and finding solutions. PREFERRED: MIT administrative experience; and proficiency with SAP, MS Word, Excel, PowerPoint, FileMaker Pro, and Acrobat. Job #23814-5
A hybrid schedule is available with a minimum of three days per week on-campus within normal working hours for supported faculty (either 9:00 A.M. to 5:00 P.M. or 10:00 A.M. to 6:00 P.M.).
3/12/24
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