Administrative Assistant II

Position Overview

Administrative Assistant II, Schwarzman College of Computing – Laboratory for Information and Decision Systems (LIDS).  Under minimal supervision, performs complex and diverse clerical, administrative, and financial duties in direct support of one six faculty and their research.  Duties include preparing of academic course materials; coordinating complex domestic and international travel arrangements; providing travel itineraries and processing travel expenses using Concur; anticipating and initiating actions regarding office operations which require knowledge of the Institute and other departments; serving as initial point of contact for visitors; coordinating meetings, events and presentations.

Principal Duties and Responsibilities (Essential Functions**)

Administrative Support [55%]

• Respond to inquiries requiring a broad understanding of LIDS’ policies and procedures. Provide explanations and instructions to faculty, students, visiting scholars and scientists, and members of other departments.  Ensure inquiries are addressed and resolved.
• Resolve more complex problems, including travel issues, financial inquiries and coordination with others in a thorough and timely manner; use discretion and know who to go to in order to resolve issues and complete tasks.
• Research and interpret a variety of situations, and determine appropriate course of action.  Resolution requires developing approaches based on understanding of precedents and past practices.
• Compose and edit internal correspondence and documents, such as memos to financial assistants, other faculty, and external collaborators as needed.
• Maintain and update websites.
• Create and maintain electronic filing systems and monitor efficiency.
• Manage calendar and schedule diverse and complex appointments, meetings, and all complex domestic and international travel arrangements.
• Assist with preparation of materials such as grant proposals and site visits.  Research and gather information for more complex projects.
• Initiate changes and updates to manuals and procedures for own area. 
• Deal with confidential matters (e.g., payroll or salary information) using discretion and judgment.

Financial Support [25%]

• Work closely with LIDS HQs financial team to assist with research project and discretionary account spending.
• Process necessary accounting transactions (travel reports, RFPs, purchase requisitions).
• Monitor and order supplies for researcher staff needs.
• Work within established supply budgets; select vendors, use signature and purchasing authorization. Responsible for staying within budget and following budgetary guidelines.

Event planning and Logistics [20%]

• Coordinate high-profile events such as large seminars or workshops for MIT-related events outside of the department, typically replicating established events.  This includes: preparing agenda, presentation, invitations, and materials, etc.; arrange for space, food, and presentation needs, etc.
• Prepare complex itineraries for multiple constituents, including external collaborators related to the event.

Supervision Received

Will be supervised by five MIT faculty and the Director of Administration and Finance.   

Supervision Exercised

None.

Qualifications & Skills

Required:

• High School education or equivalent 
• Minimum 3 years of administrative, office, or related duties
• Ability to work independently with minimal supervision and collaborate as part of a team
• Excellent interpersonal and communication skills, and attention to detail
• Seek creative, organized, results-oriented professional who possesses office management and advanced computer software skills
• Proficiency with desktop publishing, database, and web software needed; as is ability to easily negotiate the Internet 
• Familiarity with multiplatform operating systems needed (Macintosh and PC required) 

Preferred:

• Bachelor degree preferred
• Previous MIT experience

MIT is committed to supporting a safe and equitable workplace. As of July 24, 2023 this position is designated to work a five-day on-campus schedule during the first six months of employment with the possibility of working a four-day on-campus schedule with one day of remote work and is subject to change.

_{** To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in position descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.}