CCSE Senior Academic Assistant
- Job Title: Administrative Assistant III
- Reports to: CCSE Academic Administrator
- Department: Center for Computational Science and Engineering (CCSE)
- Date: 7/27/2023
- Position Title: Senior Academic Assistant
- Supports: CCSE
- % Effort or Wkly Hrs: 40 hours/week
- 1 year term appointment
Under minimal supervision, performs complex and diverse academic administrative duties in support of the Center for Computational Science and Engineering (CCSE), in direct support of the CCSE Academic Administrator. Provides advanced administrative, financial, events, and communication support for multiple graduate programs and affiliated projects within CCSE. Will develop knowledge of CCSE, its programs, and the Institute in order to exercise judgment, initiate actions regarding office operations, and anticipate the needs of the faculty directors, academic administrator, and the CCSE academic community; will function both as a high-level individual contributor and as coordinator of multiple projects.
Principal Duties and Responsibilities (Essential Functions**)
- Responds to inquiries (including many emails daily) requiring an in-depth understanding of academic requirements and resources and MIT policies and procedures. Takes ownership of inquiries by providing explanations and instructions. Ensures inquiries are addressed and resolved.
- Will develop knowledge of CCSE, its programs, and the Institute in order to exercise judgment and initiate actions regarding office operations.
- Anticipates the needs of the faculty directors, academic administrator, and the CCSE academic community
- Composes and edits internal and external correspondence and documents. Writes content and designs PowerPoint presentations.
- Maintains data related to applicants and funding.
- Handles diverse complex appointments and meetings.
- Attends high-level meetings; records, interprets, drafts of minutes from meetings.
- Functions both as a high-level individual contributor and as coordinator of multiple projects.
- Handles record keeping
- Responsible for coordinating monthly academic seminar series
- Solicits details for graduate student appointments.
- Interfaces with prospective graduate students; outreach in recruiting graduate students in coordination with the academic administrator.
- Assists with the planning/coordinating of a range of events, supporting graduate admissions
- Works to encourage diversity in all areas of student services and support
- Assists in creating a welcoming and well-organized office environment, including overseeing the maintenance of office equipment, resolving basic computer problems, and setting up and maintaining common areas.
- Responsible for website and database maintenance; and other duties as needed
- Proactively seeks training and development opportunities to improve and update skills in order to support CCSE better. Provides support to students as needed.
- Deals with confidential issues using discretion and judgment.
Receives minimal supervision from the Academic Administrator.
No direct reports. May train and coordinate work of lower-level office support staff, student employees, and/or temporary staff. Seeks opportunities to learn supervisory skills. Encourages lower-level support staff to attend training opportunities at MIT.
Qualifications & Skills
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:
Education: High School education or equivalent. Bachelor’s Degree preferred.
Experience: A minimum of five years of secretarial, office, or related experience.
Excellent interpersonal and communication skills and the ability to work effectively with people at all levels; excellent organizational skills, including the ability to handle multiple tasks simultaneously; advanced and varied computer software skills, Adobe Pro, Microsoft Word, and Excel. Ability to work independently as well as part of a team; ability to prioritize and problem solve; experience with arranging travel, paying invoices, ordering supplies, account reconciliations, and expense reimbursements; proficiency in the Microsoft Office Suite; experience updating websites; and willingness to learn new software. Ability to work effectively with a broad range of faculty, students, and staff; attention to detail and accuracy.
PREFERRED EDUCATION AND EXPERIENCE:
MIT experience; bachelor’s degree; interest in higher education administration
This is a 1-year term position.
** 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.