Administrative Assistant II
Req Number: mit-00009304
Department: Biological Engineering
Location(s): Cambridge MA        
FT/PT: Full Time
Employment / Payroll Category: Support
Work Shift: M-F, 9-5

ADMINISTRATIVE ASSISTANT II, Biological Engineering, to perform diverse financial and administrative duties for a professor and her research laboratory and help manage administration of the professor's finances. Duties will include drafting budget preparations; reviewing, reconciling, and monitoring monthly account statements; ensuring grant expenditures are in compliance with approved budget and sponsor guidelines; working closely with fiscal office in creating pre- and post-proposal documents, e.g., biographical sketches, publication listings, protocol applications, and progress reports; processing and tracking purchase orders; processing accounting documents, e.g., requisitions, journal vouchers, travel reports, and requests for payment; maintaining systems to allow for easy retrieval of materials; assisting with the preparation of educational materials; typing and proofreading correspondence; handling confidential payroll and financial information; preparing travel arrangements and itineraries; making meeting arrangements; managing professor's calendar; helping organize research meetings with visitors and colleagues including arranging catered meals; helping maintain lab-associated websites; serving as VIP card approver for the lab; working with headquarters' staff on all personnel transactions; distributing mail; and overseeing office and laboratory supplies.

REQUIREMENTS: five years of office and grants management experience; close attention to detail; strong organizational skills; excellent customer service, interpersonal, and writing skills; and ability to exercise good judgment, take initiative, manage multiple tasks simultaneously, work both independently and as part of a team, and maintain confidentiality. Experience with MIT accounting and grants management procedures and SAP strongly preferred. Proficiency in the use of SAPweb, Microsoft Office, PowerPoint, Outlook, FileMaker, Adobe Acrobat and Photoshop, FileZilla, and web publishing preferred. MIT-00009304-5

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