Administrative Assistant II, Off-Site Facilities-Bates Linear Accelerator
Massachusetts Institute of Technology (MIT)
Location: Cambridge, Massachusetts
Internal Number: 21649
Information on MIT's COVID-19 vaccination requirement can be found at the bottom of this posting.
ADMINISTRATIVE ASSISTANT II, OFF-SITE FACILITIES (BATES LINEAR ACCELERATOR), Facilities, to perform a variety of administrative duties under the direction of the manager of Off-Site Facilities. Primary responsibilities include monitoring, editing, and reconciling account statements; preparing spending forecasts and other financial reports; conducting financial review and control; monitoring financial performance of projects; advising manager on state of the departmental budget and other financial activities; investigating and following up on purchasing/accounting discrepancies; interacting with vendors, Procurement, and staff on accounting issues; preparing and processing purchasing and accounting forms and travel reimbursements; researching and compiling financial data; assisting with initiation and completion of contract RFPs; serving as the contact for facility-related maintenance and repairs; maintaining the work order database; investigating and assisting with resolution of customer problems/complaints; organizing and scheduling preventative maintenance of equipment; reviewing, verifying, and processing off-site bill backs; scheduling and arranging appointments, meetings, and site visits; drafting materials and presentations; establishing a budget for and maintaining supplies; creating/updating manuals, SOPs and office procedures; serving as facility access gatekeeper; maintaining central files/records; and providing back-up assistance to the receptionist.
REQUIRED: high school diploma or its equivalent; three years' administrative, office, or related experience; understanding of own role/work and how it impacts other areas at MIT; excellent customer service, organizational, interpersonal, and communication skills; attention to detail, thoroughness, and accuracy; ability to multitask and prioritize various activities despite interruptions and work effectively in a team-oriented environment; self-motivation and self-direction; good judgment and strong decision-making skills; advanced-level proficiency with MS Office, including Excel; and ability to easily negotiate the internet and perform searches. PREFERRED: associate's degree and familiarity with SAP. Job #21649-5
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