Job Description

Administrative Assistant (2 vacancies)

The MIT Libraries seek a highly organized, resourceful individual to provide direct, high-level administrative support to a member of the leadership team in the MIT Libraries.

RESPONSIBILITIES INCLUDE:
Reporting, Procurement & Financial Duties (45%)
• Generates and monitors monthly departmental and other expenditures in SAP; performs basic
forecasting and simple analysis, shares findings as appropriate
• Gathers, generates, and monitors custom reports and related activities
• Institutes, supports, and participates in workflows to monitor and purchase supplies
• Arranges reimbursements, assists with invoice and other transaction processing as needed,
including verification of ProCard purchases and reconciliation of departmental accounts
• Supports travel, including arranging complex international and domestic travel and processing
expense reports and ensuring timely submittal
• May act as invoice processor and support audit of acquisitions transactions for library materials
Administrative Responsibilities (25%)
• Maintains documentation, wikis, LibGuides, and other websites; assists with layout and graphics
for documents as requested; performs information searches; maintains org charts
• Institutes, supports, and participates in workflows to manage files, support and proofread report
writing; take meeting minutes as requested
• Coordinates facilities, equipment, space and access needs, acting as a liaison to vendors and
reporting/tracking issues to building facilities managers and MIT Facilities; provides move support
to Libraries staff as needed, including preparing space for new hires or relocated staff
• Provides coverage for other administrative team members during absences and works to
collaboratively meet the administrative support needs of the Libraries Admin team
• Helps maintain copier areas; sorts mail
• May assist with hiring, onboarding, and training of incoming staff; may direct the work of students
or temporary assistants.
• May be asked to participate in local and library-wide committees or projects, including space
planning and improvement efforts
Meeting & Event Support (15%)
• Assists with special projects and event planning
• Prepares materials for presentations and meeting logistics (room reservations, food, audiovisual,
etc.).
• Troubleshoots and supports basic technology such as videoconferencing for group meetings
Maintaining & Scheduling Leadership Calendars (15%)
• Direct Support: Provides direct schedule and calendar support to the department leadership
• Coordinates with other administrative staff to help provide calendaring support in the Collections
Directorate and for CREOS
• Other duties as required.
October 2021
QUALIFICATIONS:
Required:
• High school diploma or equivalent required.
• At least 3 years direct/related experience.
• Advanced computer skills in Windows and software including GoogleDocs, Word, Excel, PowerPoint, and Outlook, as well as comfort with learning additional programs/systems
• Demonstrated ability to communicate well and manage competing priorities in a dynamic, fast-paced environment, including ability to work independently.
• Keen attention to detail and demonstrated ability to analyze and solve problems, bring tasks and projects to full completion, be dependable and conscientious of time constraints.
• Demonstrated ability to exercise independent judgment and discretion.
• Ability to work effectively with a diverse group of people.
• Must be able to lift 25 pounds to transport catering, equipment, and other items for occasional meeting or delivery support; travels between points on campus by foot, sometimes climbing stairs.
We expect the candidate to be stronger in some qualifications listed above than others; we are committed to helping our future colleague expand their skills, as well as learning from their areas of strength

Preferred:
• Associate or Bachelor’s Degree; or combination of equivalent education
• Ability to work effectively with a diverse group of people
• Experience in customer-service environment
• Experience working with SAP/Concur
• Familiarity with social media applications (Facebook, Twitter, Instagram)
• General technical skills with AV; laptops, projectors, bluetooth, wireless add-ons
• Work experience in an academic environment or research library (familiarity with MIT and its administrative departments/systems a plus)
• Strong organizational, analytical, communication, and problem-solving skills
• Able to take initiative and be dependable under minimal supervision, able to bring tasks and projects to full completion

HOURS: 35 hours per week. Monday – Friday, 8:00 a.m. – 6:00 p.m. (schedule to be determined)

HOURLY RATE AND BENEFITS: $21.09/hour minimum; actual based on qualifications and experience. MIT offers excellent benefits including a choice of health plans, a dental plan, tuition assistance and fully subsidized MBTA passes for local bus and subway service. The MIT Libraries affords a flexible and collegial working environment and provides opportunities for training and skill development.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: academic, administrative, administrative assistant, assistant, Higher Education, Libraries, MIT, and university. Salaries: 40,000 - 60,000.

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