ADMINISTRATIVE ASSISTANT II, Chemical Engineering (ChemE), to perform complex and diverse clerical, administrative, and financial duties in direct support one senior professor and his research. Responsibilities include preparing academic course materials; coordinating travel and processing travel expenses; serving as initial point of contact for visitors; coordinating meetings, events, and presentations; composing and editing internal correspondence and documents; updating FileMaker Pro, Excel, and Access databases; maintaining electronic filing systems; calendar management; coordinating with ChemE HR staff on visa applications and other personnel issues; assisting with the preparation of grant proposals and site visits; researching and gathering information for complex projects; working closely with financial team to assist with research project and discretionary account spending; reviewing/reconciling monthly accounting statements in SAP; investigating and following up on purchasing/accounting discrepancies; serving as VIP card approver for purchases; monitoring/ordering supplies; coordinating high-profile events (i.e., preparing agendas, invitations, itineraries, and materials; arranging space, food, and presentation needs; etc.); and performing other duties as requested.
REQUIRED: at least three years' administrative and account management experience; excellent organizational, interpersonal, and verbal and written communication skills; ability to work independently and as a team member with a diverse group of people; discretion with confidential information; ability to prioritize, handle multiple tasks concurrently, and meet deadlines in a very busy environment; experience updating websites; experience arranging travel, paying invoices, ordering supplies, reconciling accounts, and reimbursing expenses; and proficiency with FileMaker Pro, Excel, Word, PowerPoint, and Outlook. Must be proactive in learning MIT administrative tools for purchases (Atlas) and travel (Concur). Bachelor's degree and experience with MIT accounting and grants management procedures, SAP, and SAPweb strongly preferred. Job #15306-5
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