Events Specialist

Job Title: Events Planner III
Reports to: Assistant Dean for Development
Effort: 100%
Department: SoS Office of the Dean

Position Overview

Creates, develops, and executes strategies for effective event content and delivery of high-profile events, an average of 20 per academic year. Serves as programming expert and project manager for cross-institute teams of staff and leadership. Reporting to the Assistant Dean for Development and working closely with the Dean, Assistant Dean for HR and Administration, and Assistant Dean for DEI, leads all on-campus and off-campus events such as special lectures, reunions, retreats, graduations and conferences, workshops, parties, seminars, etc. that reach wide and varied audiences within and beyond MIT. Audiences include faculty, alumni, donors, students, staff, postdoctoral scholars, etc. Events include but are not limited to on-site and off-site venues, regular, on-going, or ad hoc.

Principal Duties and Responsibilities**

  • Leads planning and execution of events for constituents across the globe or large regional/local events with high public visibility utilizing varying programming per location according to audience segmentation and programming viability.
  • Represents the School of Science and MIT at events.
  • Works with colleagues, faculty, and academic leadership across the Institute to develop priorities, plans, and execution strategies for events, including outreach to faculty and staff; project development and management; aligning priorities with event programming; convening, staffing, and coordinating ongoing event committees.
  • Works collaboratively with communications colleagues to develop programming that creates an emotional and intellectual experience for audience members.
  • Serves as technical and logistical resource for events, and as primary point of contact for event speakers/participants; defines and recommends audience for events; recruits and selects speakers for events.
  • Works with the SoS Communications team to convey plan for event publicity, and request and prepare marketing and event collateral.
  • Evaluates, recommends, and implements operational changes and enhancements for future events and programs.
  • Oversees and works with event vendors and consultants.
  • Negotiates vendor/venue/caterer contracts and pricing for major events.
  • Manages events budgets, expenses, and reimbursements.
  • Works with the MIT Events Office to register events as needed and ensure that guidelines are being followed.
  • Consults with MIT A/V Services and order A/V as needed.
  • Responsible for keeping up with recurring event invitation lists and updates, working with relevant colleagues within the School of Science and at MIT to create invitation lists.
  • Performs other duties as assigned.

Examples of regular events include but are not limited to

  • Celebratory events (i.e. Nobel prize laureate lecture, award commemorative lunches and workshops)
  • MIT Prize for OpenData annual event
  • Alumni panels and donor recognition and stewardship events
  • School Council retreat
  • School of Science Dean’s office retreat
  • School of Science holiday party
  • School of Science commencement planning and alumni events
  • School of Science Infinite Mile and Infinite Expansion celebration
  • End-of-the-year recognition lunch for SoS lead administrators
  • School of Science co-sponsorship of the February MLK celebration
  • ~7 School of Science Faculty lunches – (4) Tenure Track Faculty, (2) All Faculty, (1) Women in Science

Supervision Received

Limited supervision by the Assistant Dean for Development. Collaborates closely with the Dean, Assistant Dean for Human Resources and Administration, and Assistant Dean for DEI. Independently resolves complex problems within own operations area.

Supervision Exercised

May guide the work of temporary workers, students, and vendors.

Qualifications and Skills

Bachelor’s degree and a minimum of five years of experience in event management required; CMP Certification (Certified Meeting Professional) preferred. Demonstrated ability to provide excellent customer service, build relationships, multi-task, and work effectively and independently in a pressured work environment; strong organizational and project management skills; and excellent interpersonal, oral and written communication. Must be a self-starter who possesses initiative, flexibility, good judgment, tact, and excellent problem-solving ability. Excellent computer skills including proficiency with software programs such as MS Office, scheduling and file sharing tools, and communication tools in a remote setting; ability to identify and learn new programs/software as needed.

This position includes limited evening and weekend work. This position may include travel.

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Finance Administrator

Job Title: Financial Administrator II
Reports to: Senior Finance Officer
Effort: 100%
Department: SoS Dean’s Office
Prepared by: Johanna Wilcox

Position Overview

Finance Administrator, MIT School of Science (SoS), primarily responsible for coordinating and executing financial administration processes within the SoS Dean’s Office, and reports to the Senior Finance Officer. Coordinates as needed with administrative staff in the Departments, Labs, and Centers (DLCs) in the administration of Dean’s Office programs and commitments.

Principal Duties and Responsibilities**

  • Reviews applications for credit cards, verify credit card charges with submitted documentation, and resolve swept credit card charges. Follows up with cardholders regarding sales tax, unallowable costs.
  • Reviews and approves B2P requisitions, invoices and travel reports for Dean’s Office staff and fellows. Guides office staff with new vendor registration and interfaces with accounts payable for troubleshooting.
  • Manages Dean’s fellowship scholarly allowance process for fellows – creating accounts, transferring funds, setting reporting permissions, monitoring spending and balances, and performing extensions and closeouts as needed.
  • Advises dean’s office staff and fellows on purchasing procedures and policies, including written resources as needed, and escalates complex matters as needed. When possible, makes judgement calls consistent with team principles.
  • Conducts Financial Review and Control on a portion of dean’s office transactions, elevating issues of concern to management.
  • Executes BTRs and JVs to transfer funds in accordance with the dean’s commitments, logged in the commitment database.
  • Maintains commitment database records by collecting necessary documentation and account information, and entering into the dean’s office system of record.
  • Generates reporting on upcoming commitments and coordinates communication around confirmation of commitments.
  • Tracks commitment problems and questions to present at weekly finance/faculty affairs meetings, taking ownership of pushing projects forward.
  • Partners with SFO to develop and implement new finance tools and processes within the Dean’s Office.
  • Review and approve DLC summer salary submissions in accordance with MIT and SoS policy.
  • Provides PI Status approvals on behalf of the dean in accordance with SoS policy.
  • Reviews and approves KC proposals submitted to the dean’s office in accordance with SoS policy, elevating issues as needed.
  • Coordinates unexpensed travel reporting with DLCs and VPF.
  • Coordinates uncertified eDACCA reporting with DLCs and VPF.
  • Maintains up-to-date guidance, policy, and program information on SoS’s website, SoS Canvas site for administrators, and in-team notion pages in the realms of their responsibility.
  • Under guidance of SFO and A Dean for Finance, executes chairs transfers: base budget scoops, scholarly allowance transfers, SWEB funds.
  • Runs the solicitation process for SoS programs such as Quality of Life, Mathworks, Research Innovation Awards, Goldwater Scholarship, Research Support Committee, and annual fellowship competitions. Fields applicant inquiries, escalating when necessary.
  • Coordinates award and fellowship communications, setup, and issuance, including maintaining SoS records in Awards quick base.
  • Monitors and certifies SoS fellowship eDACCAs according to current records.
  • Supports administrative process in finance team’s Space responsibilities, including logging Project Request Form approvals.
  • Maintains data and documentation in accordance with MIT policy and finance team best practices.
  • Performs with other projects as assigned.

Supervision Received

Supervision received from the Senior Finance Officer.

Supervision Exercised

None

Qualifications and Skills

A bachelor’s degree required; minimum of three years of relevant financial management experience; experience in academic programs and administration, diligence, excellent organizational and interpersonal skills, attention to detail, and strong analytical and communications skills. Demonstrated sound judgment and ability to learn and apply new policies and procedures. Seek service¬-oriented professional who is able to multitask and perform hands-on work in a team¬-based work group. Require strong experience with financial systems; as well as excellent computer skills and proficiency in Microsoft Office applications (Word, Excel, and PowerPoint), SAP. Broad understanding of Cognos Reports and QuickBase platform preferred.

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** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job 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.