"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.

Job Requirements

REQUIRED: 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, FileMaker Pro, Photoshop, PowerPoint, Drupal, WordPress, and web search engines; experience in event planning; ability to make complex travel arrangements; and a record of reliability and punctual attendance. PREFERRED: Bachelor’s degree; related experience in an academic environment; MIT experience; knowledge of SAP, SAPweb, Concur, and MIT financial processes, policies, and procedures; and experience managing or leading others.

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