Administrative Assistant II (Collections)
MIT Job Location: Massachusetts Apply By: 01/13/2020 Date Created: 11-26-2019
RESPONSIBILITIES:
Maintaining & Scheduling Leadership Calendars (50%)- Direct Support: Provides comprehensive direct schedule and calendar support to the ADC and the three DHs
- Helps with coordination and logistics for Collections Directorate-related events, seminars, conferences, luncheons, workshops, and meetings
- Drafts communications, emails, memos, and other documents
Meeting & Event Support (20%)
- May assist Libraries Admin team with special projects and event planning
- Prepares materials for presentations and meeting logistics (room reservations, food, audiovisual, etc.).
- Takes minutes and disseminates them as
Additional Administrative Responsibilities (20%)
- Maintains documentation, wikis, and other websites; assists with layout and graphics for documents as requested; performs information searches; maintains org charts
- Manages files, delivers mail, coordinates, supports, and proofreads report writing
- Coordinates facilities, equipment, space and access needs, acting as a liaison to vendors and reporting/tracking issues to Biogen and MIT Facilities
- Initiates, schedules, and maintains organized systems to help all colleagues enjoy and contribute to shared, work-appropriate spaces
- Provides move support to Libraries staff as needed, including preparing space for new hires or relocated staff
Support of Leadership Travel & Reporting (5%)
- Arranges complex international and domestic travel
- Processes expense reports and ensures timely submittal
Library Citizenship (5%)
- Provides coverage for other administrative team members during absences and works to collaboratively meet the administrative support needs of the Libraries Admin team
- Supports project management or governance activities
- Contributes to the development of documentation and training materials related to processes and workflows
- May assist with hiring, onboarding, and training of incoming staff; may direct the work of students or temporary
- May participate in local and library-wide committees or projects, including space planning and improvement efforts
· Other duties as required.
QUALIFICATIONS: Required:- At least 2 years direct/related
- Must be able to lift 25 pounds to transport catering, equipment, and other items for occasional meeting or delivery support; travels between points on campus by foot, sometimes climbing
- Advanced computer skills in Windows and software including Word, Excel, PowerPoint, and Outlook, as well as comfort with learning additional programs/systems
- Demonstrated ability to communicate well and manage competing priorities in a dynamic, fast-paced environment, including ability to work
- Keen attention to detail and demonstrated ability to analyze and solve problems, bring tasks and projects to full completion, be dependable and
- Demonstrated ability to exercise independent judgment and
- Demonstrated ability to work effectively with a diverse group of
- Work experience in an academic environment or research
- MIT experience a
- Exposure to project management techniques and tools
- Experience with Atlas, Concur, SAP, CMSs, wiki management, Visio, Adobe Creative Suite, and Asana (or other task management system).