Administrative Assistant to the Director & Museum

Position Overview:
The Administrative Assistant provides support to the Director and to the Museum as a whole. For the Director, has responsibility for managing daily activities, tracking deadlines, coordinating follow-up, and maintaining a complex network of internal and external relationships on which the fulfillment of the Museum’s strategic plan and operations depend. For the Museum, performs complex and diverse administrative and financial duties.

Principal Duties and Responsibilities:

Director’s Office:
Oversees and manages Director’s calendar, schedules appointments, coordinates a series of re-occurring internal staff meetings, prepares agendas, takes meeting minutes, and communicates any follow-up. Fields contact requests by phone or email, manages correspondence, communicates effectively with internal and external constituents including faculty, staff, students, donors and other museum professionals. Books and coordinates complex travel arrangements for museum and Institute-related business trips, handles post trip processing of expenses using the reporting system Concur. Assists with coordination of Advisory Board activities including 3 meetings annually.

Maintains and organizes all office files including paper and electronic files.

Performs other varied duties as assigned by the Director.

Departmental Support:

Using MIT’s internal purchasing system Coupa, submits and processes requisitions for goods and services including office supplies, specialty items that require bid preparation, and complex contracts for independent contractors; approves invoices and submits one-time requests for payment or reimbursement (RFPs). Serves as ProCard verifier for a set museum staff who are ProCard holders. Assists Associate Director with maintaining museum budget; monitors and reconciles internal accounts in SAP against established budget, allocates and transfers expenses to appropriate accounts by processing Journal Vouchers, follows up on errors and discrepancies; tracks expenses against specific exhibition project budgets (8-15 annually). Acts as a resource to advise staff on best practices in accordance with Institute and departmental policies and procedures; provides explanations and makes recommendations for appropriate course of action. Books and coordinates travel arrangements for guests and assists staff with making travel arrangements in accordance with MIT policy; processes post-trip expenses in reporting system Concur for reimbursement.

With minimal supervision, plans and coordinates 2-3 staff events annually. Includes, but is not limited to: scheduling dates; reserving meeting rooms and or securing locations; planning menus and arranging for catering. Maintains office equipment (photocopier/scanner, fax machine, printers) and addresses any maintenance issues. Assists with the onboarding of incoming staff; maintains staff and affiliate directories and keeps email listservs and databases up to date; acts as the departmental parking coordinator. Takes on special projects and other duties, as assigned.

Supervision Received:

Supervision is provided by the Director and Associate Director; position requires ability to perform with minimal supervision.

Supervision Exercised:


Qualifications & Skills:

College degree preferred; 3 years of secretarial, office, or related experience required.

Must have excellent interpersonal and communication skills in order to represent the Museum and MIT to a variety of constituents; excellent organizational and problem solving abilities; attention to detail; ability to perform a wide range of complex and diverse duties with minimal supervision; comfort with and ability to work with frequent interruptions; willingness to work as part of a team, and be adaptable. Must be proficient with MS Office, have fast, accurate keyboard skills, and be comfortable learning new software; and have proficiency with online calendaring/scheduling systems. Experience with internal MIT is systems highly desirable (SAP, Concur, Coupa, Atlas). Occasional evening work may be required to help staff museum events. Deals with confidential information and/or issues using discretion and judgment.

NOTE: Applicants must apply online at MIT HR website.

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