Administrative Assistant, Office of the Director of MIT Libraries, Cambridge, MA
Posted October 27, 2015
The MIT Libraries seek a highly-organized, self-motivated individual to provide comprehensive administrative support in the Libraries’ top administrative offices. This position provides an excellent opportunity to contribute to the daily activities, new initiatives, and broader service mission of a dynamic academic research library system.
RESPONSIBILITIES: The Administrative Assistant supports the activities of the Associate Director for Collections and the Associate Director for Academic and Community Engagement. Support tasks range from basic to highly complex: making travel arrangements; managing calendars; scheduling meetings; coordinating events and managing logistics; processing expense reporting and reimbursements; maintaining wikis and web pages; editing, proofreading, and drafting correspondence and documents; and performing other duties as assigned, including leading or contributing to larger scale projects. The Administrative Assistant is also responsible for reception and general office operations of the Director’s suite including: receiving and directing visitors; handling mail and incoming shipments; maintaining office space and supplies; and coordinating with MIT Facilities, other departments, and external vendors to address facilities and equipment issues. As a member of the Office of the Director support team, the Administrative Assistant works with other members of the support team in meeting the administrative support needs of the senior management group, including the Director of Libraries, the Program on Information Science, and the Office of Scholarly Publishing, Copyright & Licensing. They also provide coverage of the technology suite when needed. The Administrative Assistant reports to the Senior Administrative Assistant, who supervises the work of the support team.
QUALIFICATIONS: At least 3 years direct/related experience. Advanced computer skills in Windows environment and software including Word, Excel, PowerPoint, Outlook, Web browsers, calendar software, as well as ability to learn additional programs/systems. Excellent administrative and organizational skills, including ability to multi-task and manage competing priorities. Strong editing and proofreading skills. Keen attention to detail and demonstrated ability to analyze and solve problems and to bring tasks and projects to completion. Ability to work independently and resourcefully with minimal supervision and frequent interruptions. Positive service attitude with demonstrated initiative and tendencies to anticipate and respond to administrative needs. Demonstrated ability to exercise independent judgment and discretion. Excellent interpersonal and communication skills, patience and diplomacy, and ability to work effectively with a diverse group of people. Proven dependability and record of reliable and punctual attendance. Desirable: Associate/Bachelor’s degree. Work experience in an academic environment or research library. MIT experience a plus. Experience with Concur, SAP, CMSs, wiki management, Visio, Adobe Creative Suite, and Asana (or other project management system).
HOURS: 35 hours per week. Monday – Friday, 8:00 a.m. – 6:00 p.m. (schedule to be determined)
HOURLY RATE: $22.00/hour minimum. Actual based on qualifications and experience.
APPLICATION PROCESS: Apply online at: http://careers.mit.edu/. Job Number 12819. MIT is strongly and actively committed to diversity within its community and particularly encourages applications from qualified women and ethnic minority candidates.
MIT offers excellent benefits including a choice of health plans, dental plan, and tuition assistance. The MIT Libraries affords a flexible and collegial working environment and provides opportunities for training and skill development.