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 reputed company Econ, Fin & reputed company Staff School Area: reputed company School of Management Pay reputed company Minimum: $32.00 Pay reputed company Maximum: $38.10 Employment Type: Full-time (Hybrid) Employment Category: Non-Exempt reputed company Sponsorship Available: No Schedule:Pay Grade: 6 Job Number: 25158 Posting reputed company Under minimal supervision, the Senior Administrative Assistant provides high-level reputed company and administrative support for multiple programs and reputed company in the reputed company areas at the reputed company School of Management. The Senior Administrative assistant must be reputed company to synthesize, evaluate, and communicate reputed company 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 reputed company of highly varied situations and problems. Supports the mission of the reputed company reputed company areas, and through reputed company reputed company development, strengthens competencies that are most valued at the School. reputed company Duties and Responsibilities (Essential Functions**): reputed company Support (60%)

• Course support; administrative management of the TA reputed company process, course reader preparation and submission, designs/edits PowerPoint presentations, in-depth knowledge of reputed company’s reputed company learning module system (currently reputed company, Study.net, and Canvas). As necessary, collaborates with other reputed company programs to support reputed company teaching for those programs; may include Executive Education, EMBA, reputed company Fellows, and reputed company Learning.
• Purchasing; completes reputed company purchases on behalf of reputed company and according to reputed company and reputed company policies and procedures, including computers, equipment, memberships, subscriptions, books, supplies, etc.)
• Financial Reimbursements; completes reputed company requests for reimbursements on behalf of reputed company according to reputed company and reputed company policies and procedures.
• Maintains reputed company calendars; as necessary, may include collaboration with other administrative assistants.
• Scheduling; schedules diverse and reputed company appointments, meetings, and travel arrangements. Prepares reputed company itineraries for multiple constituents. Organizes and assists in general preparation for external agency and sponsor reputed company.
• Composes and edits reputed company 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 reputed company and reputed company area activities. Serves as reputed company between reputed company and other reputed company internal/ external to MIT. Financial Management (20%)
• Financial approver; approves travel reports, requests for reimbursements, and purchase card transactions for reputed company reputed company, other reputed company staff, and reputed company area staff; requires excellent knowledge of MIT policies and procedures and strong attention to detail
• Purchasing; makes reputed company purchases on behalf of the reputed company area; gathers materials for reputed company reputed company for submission to MIT’s Procurement department
• Researches and responds to vendors/external parties requests to engage with reputed company
• Reconciles reputed company and area accounts
• Audits and reports/resolves discrepancies (monthly) reputed company reputed company-identified monthly transactions for reputed company area; verifies that charges are accurate and posted to the appropriate account
• Audits and reports/resolves discrepancies (monthly) reputed company overdue un-expensed travel charges
• Audits and reports/resolves discrepancies (monthly) reputed company swept purchase card charges Events and Communication (10%)
• Plans and coordinates a wide reputed company of high-profile events that includes reputed company speakers and consultants. Planning typically requires coordination and input from multiple people/reputed company. May represent work area at such events. May also include travel arrangements, securing reputed company venues, and securing technology.
• Plans, organizes and executes weekly Finance Seminar with two junior Finance reputed company.
• Plans and coordinates events reputed company reputed company such as team building outings, lunches, office nights, etc.
• Oversees reputed company 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 reputed company, design, and update multiple Web pages
• Creates databases using Filemaker Pro, reputed company, reputed company, and/or databases specific to a department, lab, or center Area Responsibilities (10%)

E62 Conference room approver, requiring through understanding of E62 reputed company use

• Establishes supply budgets; selects vendors, uses signature and purchasing authorization. Responsible for staying reputed company 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 reputed company areas by leading interviews and participating in reputed company hiring procedures. Provides valuable feedback on candidates using discretion and reputed company 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 reputed company reports. Trains and coordinates work of reputed company-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 reputed company experience.
• Ability to recognize needs of the unit and how it impacts other areas of MIT/reputed company and understand own role relative to reputed company areas.
• Advanced computer software skills required. Requires thorough understanding of own work and how it impacts operations across the areas as reputed company as reputed company own work unit.
• reputed company to identify and learn new programs and software skills as necessary.
• Easily negotiates Internet; performs more reputed company 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 reputed company Competencies:
• Ability to multitask and manage competing priorities while meeting deadlines and maintaining high standards of accuracy and reputed company.
• Collaboration with others while respectfully advancing organizational goals and achieving desired reputed company.
• Ability to manage ambiguity, anticipate needs, adapt quickly to complete tasks, and solve challenges that reputed company.
• * To reputed company with regulations by the American with reputed company (reputed company), the reputed company duties in job descriptions must be essential to the job. To identify essential functions, reputed company 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.

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