Administrative Assistant 2



Working at MIT offers opportunities that just aren’t found anywhere else, including generous and unique benefits that help to ensure that MIT employees are healthy, supported, and enjoy a fulfilling work/life balance. Discover more about what it's like to work at MIT.

We welcome people from all walks of life to bring their talent, ideas, and experience to our community. We value diversity and strongly encourage applications from individuals from all identities and backgrounds – like yours. If you want to be part of our exceptional, multicultural, collaborative, and inclusive community, then take a look at this opportunity.



Administrative Assistant 2

  • Job Number: 23775
  • Functional Area: Office Support
  • Department: Chemistry
  • School Area: Science
  • Employment Type: Full-Time
  • Employment Category: Non-Exempt
  • Visa Sponsorship Available: No
  • Schedule: M-F


Job Description

ADMINISTRATIVE ASSISTANT 2, Chemistry, to provide complex administrative support for six physical chemistry faculty members.  Will maintain calendars, schedule appointments, and coordinate meeting/seminar logistics; arrange travel for professors and their visitors; assist with preparing grant proposals through Coeus; respond to inquiries/telephone calls/visitors; prepare and copy correspondence and coursework materials and scan figures for use in document preparation; act as a resource on MIT-related issues; maintain contact information on former research group members; review and distribute mail/messages/faxes; perform general office duties and special projects as requested; perform financial tasks for professors, including coordinating salary assignments, managing credit card charges, handling JVs and requests for payment, reconciling accounts, ordering supplies, and creating change orders using SAP/SAPweb; and process travel expense vouchers and create complex accounting documents to reconcile travel reports.

A full description is available here.


Job Requirements

REQUIRED: high school diploma or its equivalent; three years' direct/related experience in a professional administrative support position; excellent interpersonal, organizational, problem-solving, and written and oral communication skills; tact and good judgment with confidential information; attention to detail; initiative; proficient computer skills, including experience with Outlook, MS Word, Excel, PowerPoint, FileMaker Pro, Igor Pro, Adobe Acrobat, Photoshop, ChemDraw, MathType, HTML and Fetch, LaTeX, BibTeX, Latex Drawing, and scanner software; and ability to quickly learn additional applications.  Must be able to interact effectively with a diverse group of research staff/students/visitors, multitask and balance and prioritize workload, research and resolve complex problems, anticipate needs, and work independently and as a team member.  PREFERRED:  bachelor's degree,; familiarity with MIT’s SAP and Coeus systems; and familiarity with Python or other coding/coding language(s), Dropbox, and GitHub.  Job #23775-5


revised 3/4/24



Massachusetts Institute of Technology



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No deadline
Location: United States of America, Massachusetts
Categories: Biochemistry, administrative science, Chemistry, Computer Sciences, Physical Chemistry ,

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