Senior Administrative Assistant, Department Head's Office

Posting Description

SENIOR ADMINISTRATIVE ASSISTANT
, Biological Engineering, under minimal supervision, provides diverse, complex, and high-level administrative support for the day-to-day activities and operations of the Department Head’s office; provides calendar management and administrative support for programs, events and projects; serves as a high-level contributor or coordinator of multiple projects; serves as liaison between Department Head office and MIT offices, collaborating institutions, research centers, industry partners;

works closely with travel agents in arranging complex domestic and international travel arrangements; administers support for faculty affairs, including faculty searches, faculty appointments, promotion cases and visa applications; plans and coordinates high-profile events, such as meetings, seminars, conferences, and retreats; maintains an open Department Head office and serves as a point of contact for all visitors, faculty, staff, students; performs and assists with other projects and administrative duties as assigned;

serves as a contact point between the DH and BE staff, other departments and programs, and the Dean’s office.

Required qualifications:

• High School diploma
• A minimum of five years of administrative or related experience
• Excellent organizational, administrative, resourcefulness, and time-management skills
• Ability to research and resolve complex problems
• Ability to anticipate, prioritize, and work on multiple projects simultaneously
• Strong ability to exercise discretion, patience, diplomacy, and discretion handling confidential information
• Keen attention to detail and accuracy in work
• Ability to work independently as well as part of a team
• Excellent verbal and written communication skills, including a strong, poised phone presence and excellent grammar and proofreading ability
• High level of flexibility and adaptability
• Ability to interact with faculty, staff, high-visibility visitors, highly motivated students, and leaders of other MIT offices
• Proficiency with Microsoft Office applications, Adobe Acrobat Professional, Dropbox, Google Workspace, File Maker Pro, Photoshop, PowerPoint, Drupal, Word Press, and web search engines
• Experience in event planning
• Ability to make complex travel arrangements
• A record of reliability and punctual attendance

Preferred qualifications:

• Bachelor’s degree
• Related experience in an academic environment
• MIT experience
• Knowledge of SAP, SAPweb, Concur, and MIT financial processes, policies, and procedures
• Experience managing or leading others

Occasional travel, evening and weekend work required. Work schedule in person and on campus only.