Administrative Assistant 2

JOB DESCRIPTION

The Administrative Assistant II is an independent and detail-oriented individual who provides comprehensive administrative support for Principal Investigators (PIs) and their respective research groups in the Department of Chemistry. The AAII is responsible for various activities, including but not limited to managing faculty schedules, coordinating events, supporting academic courses, preparing documents, purchasing supplies, coordinating travel, monitoring budgets, developing and maintaining webpages, and helping to process group members’ appointments. They anticipate and initiate actions regarding lab and office operations, which requires they have in-depth knowledge of the Institute and departmental policies and procedures.

CHARACTERISTIC DUTIES

Administrative Operations & Lab Support

  • Operational Oversight: Oversee the day-to-day administration of the assigned research groups, anticipating needs and initiating actions to ensure smooth, efficient office and lab operations.
  • Primary Point of Contact: Act as the central hub and primary non-research point of contact for the lab. Respond to inquiries from PIs, group members, and external parties; triage clients and visitors; and provide expert guidance on work-area policies and procedures to ensure all issues are resolved efficiently.
  • Information Management: Design, create, and monitor efficient filing systems. Ensure meticulous record-keeping and file management for all group documents, records, and appointments.
  • Technical & Academic Support: Provide general administrative technical support to faculty and lab personnel. Assist with academic course materials and maintain/update group webpages as needed.

Financial, Procurement & Vendor Management

  • Purchasing & Inventory: Serve as the primary purchaser for the labs. Handle all procurement processes, manage lab inventory, and maintain accurate records of supplies and equipment. Match invoices to packing slips and validate deliveries.
  • Financial Reconciliation: Monitor and reconcile accounts. Prepare and process purchasing and accounting forms, staying within established supply budgets and following all budgetary guidelines and MIT financial policies and processes.

Calendar, Travel, & Event Logistics

  • Scheduling: Manage dynamic faculty schedules, including complex appointments, routine sub-team meetings, and group-wide assemblies, ensuring all relevant parties are informed.
  • Travel Coordination: Coordinate comprehensive domestic and international travel arrangements for PIs and group members, preparing detailed itineraries for multiple constituents.
  • Event Management: Coordinate logistics for various department and group activities, including seminars, special events, meetings, and site visits.

Other duties as assigned.

SUPERVISION RECEIVED

Meg Fuchs and faculty supervisors

SUPERVISION EXERCISED

None.

REQUIREMENTS

REQUIRED:

  • High school diploma or equivalent.
  • A minimum of three years of administrative, office, or related experience.
  • Exceptional organizational, problem-solving, and multitasking skills with a meticulous attention to detail.
  • A positive, proactive customer service attitude.
  • The ability to independently manage projects and time, effectively prioritizing competing demands.
  • Excellent communication skills with the ability to interact effectively with a diverse group of students, faculty, staff, and visitors.
  • The ability to interpret, communicate, and accurately apply institutional policies and procedures.
  • Strong computer skills, including proficiency with standard office software and tools.

PREFERRED:

  • Bachelor’s degree.
  • Prior experience working in a research, higher education, or academic setting.

WORK SCHEDULE:


This position is on-site 4 days a week in Cambridge, Mass. with the possibility of working remotely 1 day per week.