Senior Administrative Assistant job at Massachusetts Institute of Technology - MIT in Cambridge, MA

Senior Administrative Assistant, EF & A Location: Cambridge, MA Functional Area: Office Support Department: MIT Sloan Econ, Fin & Accounting Staff School Area: Sloan School of Management Pay Range Minimum: $32.00 Pay Range Maximum: $38.10 Employment Type: Full-time (Hybrid) Employment Category: Non-Exempt Visa Sponsorship Available: No Schedule:Pay Grade: 6 Job Number: 25158 Posting Description Under minimal supervision, the Senior Administrative Assistant provides high-level faculty and administrative support for multiple programs and projects in the academic areas at the Sloan School of Management. The Senior Administrative assistant must be able to synthesize, evaluate, and communicate clearly and evaluate tasks with an eye toward efficiency. Will anticipate and initiate actions regarding office operations which require in-depth knowledge of the Institute and other departments. Requires interpretation and resolution of highly varied situations and problems. Supports the mission of the Sloan academic areas, and through continuous professional development, strengthens competencies that are most valued at the School. Principal Duties and Responsibilities (Essential Functions**): Faculty Support (60%) • Course support; administrative management of the TA recruiting process, course reader preparation and submission, designs/edits PowerPoint presentations, in-depth knowledge of Sloan’s current learning module system (currently Stellar, Study.net, and Canvas). As necessary, collaborates with other Sloan programs to support faculty teaching for those programs; may include Executive Education, EMBA, Sloan Fellows, and Action Learning. • Purchasing; completes all purchases on behalf of the faculty and according to Sloan and the Institutes policies and procedures, including computers, equipment, memberships, subscriptions, books, supplies, etc.) • Financial Reimbursements; completes all requests for reimbursements on behalf of the faculty according to Sloan and the Institutes policies and procedures. • Maintains complex calendars; as necessary, may include collaboration with other administrative assistants. • Scheduling; schedules diverse and complex appointments, meetings, and travel arrangements. Prepares complex itineraries for multiple constituents. Organizes and assists in general preparation for external agency and sponsor visits. • Composes and edits internal and external correspondence and documents • Deals with confidential issues (e.g., payroll or salary information, promotion and tenure) using discretion and judgment • Attends high-level meetings; records, interprets, drafts, and distributes (pending approval) minutes from said meetings • Collaborates with other MIT offices, programs, and centers in support of faculty and academic area activities. Serves as liaison between faculty and other groups internal/ external to MIT. Financial Management (20%) • Financial approver; approves travel reports, requests for reimbursements, and purchase card transactions for all faculty, other academic staff, and academic area staff; requires excellent knowledge of MIT policies and procedures and strong attention to detail • Purchasing; makes complex purchases on behalf of the academic area; gathers materials for complex contracts for submission to MIT’s Procurement department • Researches and responds to vendors/external parties requests to engage with faculty • Reconciles faculty and area accounts • Audits and reports/resolves discrepancies (monthly) all FRC-identified monthly transactions for academic area; verifies that charges are accurate and posted to the appropriate account • Audits and reports/resolves discrepancies (monthly) all overdue un-expensed travel charges • Audits and reports/resolves discrepancies (monthly) all swept purchase card charges Events and Communication (10%) • Plans and coordinates a wide range of high-profile events that includes outside speakers and consultants. Planning typically requires coordination and input from multiple people/units. May represent work area at such events. May also include travel arrangements, securing outside venues, and securing technology. • Plans, organizes and executes weekly Finance Seminar with two junior Finance faculty. • Plans and coordinates events within our team such as team building outings, lunches, office nights, etc. • Oversees faculty profile web sites; ensures publication information is entered using data standards • Creates, writes, edits & posts articles to Group websites and verifies functioning links to correct websites • Uses multiple Web software programs to develop, design, and update multiple Web pages • Creates databases using Filemaker Pro, Excel, Access, and/or databases specific to a department, lab, or center Area Responsibilities (10%) E62 Conference room approver, requiring through understanding of E62 space use • Establishes supply budgets; selects vendors, uses signature and purchasing authorization. Responsible for staying within budget and following budgetary guidelines. Monitors and orders inventory. • Coordinate the management of the area kitchenette’s, copy room, and storage room. • Contributes to the recruitment of new hires in the academic areas by leading interviews and participating in all hiring procedures. Provides valuable feedback on candidates using discretion and professional practices. • EFA financial approving of RFPs, p-cards, travel cards, requiring excellent understanding of MIT policies and procedures. Supervision Received: Receives minimal supervision from Senior Associate Director. Supervision Exercised: No direct reports. Trains and coordinates work of lower-level, office support staff, student employees, and/or temporary staff. Qualifications & Skills: REQUIRED EDUCATION AND EXPERIENCE: • High School education or equivalent. • Minimum of five years’ administrative, office, or related experience. • Ability to recognize needs of the unit and how it impacts other areas of MIT/Sloan and understand own role relative to all areas. • Advanced computer software skills required. Requires thorough understanding of own work and how it impacts operations across the areas as well as outside own work unit. • Able to identify and learn new programs and software skills as necessary. • Easily negotiates Internet; performs more complex searches. • Excellent interpersonal and communication skills in order to represent the work area and the larger MIT community. PREFERRED EDUCATION AND EXPERIENCE • Bachelor Degree preferred. MIT Sloan Competencies: • Ability to multitask and manage competing priorities while meeting deadlines and maintaining high standards of accuracy and quality. • Collaboration with others while respectfully advancing organizational goals and achieving desired outcomes. • Ability to manage ambiguity, anticipate needs, adapt quickly to complete tasks, and solve challenges that develop. • * 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. Apply tot his job Apply To this Job