Administrative Assistant III
- Job Title: Administrative Assistant III
- Reports to: Assistant Dean for Administration and Assistant Dean for Diversity, Equity, and Inclusion
- Department: Office of the Dean – Schwarzman College of Computing (SCC)
- Date: 8/9/2022
- Position Title: Senior Administrative Assistant
- % Effort or Wkly Hrs: 40 hours/week
- Prepared by: Diane Ramirez-Riley, HR Director
Under minimal supervision, perform complex and diverse duties in support of the Office of the Dean in the Schwarzman College of Computing, in direct support of the Assistant Dean for Administration and the Assistant Dean for Diversity, Equity, and Inclusion. Anticipate and initiates actions regarding office operations, which require knowledge of the Institute and other departments. This position will help to coordinate activities within the dean’s office and across the College broadly. Handles all administrative matters related to the Assistant Deans’ calendar and meetings. Assisting with or responding to internal requests for information and reports, arranging group meetings and taking minutes, maintenance of electronic and paper files, planning and coordinating high profile events and meetings, coordination of complex travel arrangements and maintenance of necessary supporting documentation, and other duties as assigned. As this is a “shared” support position, it will be necessary for the candidate to be proactive and communicative about their priorities, workload, and time management.
Principal Duties and Responsibilities (Essential Functions**)
- Supports the Assistant Deans’ calendars and email, including the planning and timely notification of meetings and appointments. Resolves conflicts and identifies scheduling issues in advance. Uses judgment in setting priorities and proposing alternative schedules.
- Attend high-level meetings, such as Advisory meetings and/or College-wide administrators meetings; record, draft, and distribute (pending approval) minutes from said meetings.
- Coordinates and schedules multiple, complex travel logistics and prepares detailed itineraries, handles financial paperwork and processes reimbursements.
- Research and interpret a variety of situations, and determine the appropriate course of action. Resolution requires developing approaches based on understanding of precedents and past practices e.g. direct and escalate telephone inquiries.
- Compose and edit internal correspondence and documents, such as letters of support and presentations.
- Serves as primary administrative contact for the Assistant Deans.
- Frequently functions as a thought partner or coordinator on projects as required and will work with administrative staff to execute special projects.
- May edit internal and external correspondence and documents, prepare content, and design PowerPoint presentations.
- Process requisitions, purchase orders, travel and expense receipts.
- Assist in coordinating high-profile events for the College in the areas of DEI and events such as the College Infinite Mile Awards ceremony, administrators’ Year-End luncheon with the Dean, Dean’s External/Internal Advisory Councils, and typically replicating established events. This includes: prepare agenda, presentation, invitations, and materials, etc.; arrange for space, food, and presentation needs, etc.
- May assist in DEI trainings, outreach and seminars.
- Creates and maintains databases using programs such as Excel.
- Prepare complex itineraries for multiple constituents, including alumni and donors.
Perform other related duties as required.
Receives limited supervision from Assistant Dean for Administration and Assistant Dean for Diversity, Equity and Inclusion. Employee sets own goals and determines how to accomplish results with few or no guidelines to follow; Dean provides broad guidance and overall direction.
Qualifications & Skills
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:
High school diploma or equivalent is required with a minimum of five years of experience working preferably as senior level executive assistant. The successful candidate will possess strong organizational and interpersonal skills and the ability to handle a fast-paced, multi-task work environment with changing priorities and limited supervision while holding a calm demeanor. Must be able to work effectively with others at all levels and have the ability to handle multiple task simultaneously. Strong Microsoft Office and PowerPoint presentation skills required, along with experience with SAP and online calendar software. Must have a willingness to adapt to and learn new systems as needed. The candidate should have the ability to problem solve and work independently and cross-functionally with accuracy and an eye for detail. Requires comprehensive skill and knowledge of organization policies and practices in order to interpret and determine appropriate course of conduct effectively and appropriately within the institution. Must be able to work independently with minimal supervision and as part of a team, as well as work across departments and with a variety of projects and constituencies.
PREFERRED EDUCATION AND EXPERIENCE:
Bachelor’s Degree and administrative experience in a Higher Education Institution is preferred. Experience working for a senior leader(s) preferred. Prior MIT experience preferred.
** 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.