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Administrative Assistant II, MIT Libraries, Cambridge, MA

Posted August 15, 2017

MITemp Job Description:
ADMINISTRATIVE ASSISTANT II, Institute Archives and Special Collections, MIT Libraries to provide comprehensive administrative support and coordination for the department including the conservation unit and the Lewis Music Library. Under minimal supervision, perform complex and diverse duties in following areas: support of the work of the Institute Archivist and the staff; supply inventory; facilities maintenance and operations; and event and meeting logistics. Coordinate purchasing and accounting with other Collections Directorate administrative assistants. Anticipate and initiate actions in areas of responsibility which requires knowledge of the Institute and other departments. Serve as liaison with staff in MIT Libraries administrative services, facilities and information technology, the Administrative Support Group, and other Institute offices. May function as a high-level individual contributor or coordinator of multiple projects.

(15-20 hrs/wk, preferable availability includes Fridays; Duration: 6 months; Available immediately)

Typical duties:
Administrative

  • pick-up and distribute daily incoming and outgoing mail, faxes and various deliveries
  • assist with event and staff meeting scheduling and logistics including arranging for A/V, catering and setting-up and breakdown of space
  • may take meeting notes and develop and maintain supporting wikis and web pages
  • help manage shared calendars
  • arrange for moving services, overnight delivery and other shipping services
  • assist with preparation of materials such as annual reports, grant proposals
  • proofread, suggest editorial changes, and format a variety of documents
  • maintain effective electronic and paper filing systems
  • process requisitions for student and MITemp workers; may approve timesheets
  • may assist staff with travel arrangements, expense reports and reimbursements
  • may staff or back-up reading room desk and assist researchers
  • may supervise student workers

Procurement and accounting:

  • work with Collections Administrative Assistant to ensure work is within established financial budget and follows budgetary guidelines in supply, space and operational procurement responsibilities 
  • work with Collections Administrative Assistant to order and maintain regular inventories of supplies in various locations
  • receive, research and handle special supply requests from staff; may select vendors
  • unpack and re-stock supplies, as received; sign and date packing slips 

Space and operations: 

  • handle general, daily housekeeping of IASC space including break area 
  • escort MIT Facilities and external service staff through IASC spaces
  • arrange and oversee space maintenance and repairs by MIT Facilities, including receiving requests from staff, facilitating weekly custodial work and scheduling periodic cleaning of storage spaces
  • arrange for bulk trash removal, recycling, and shredding service
  • analyze and address problems with shared office equipment and arrange for and oversee service with appropriate MIT or external services; maintain related records
  • serve as a primary contact for Libraries’ desk-top technology staff and consultants
  • coordinate space arrangements for staff; assemble office furnishings, arrange for disposal of surplus equipment and furniture; move furniture and furnishings
  • coordinate Maihaugen Gallery installation contractors (painters, installers, A.V.); maintain gallery components, supplies and storage
  • may assist with collections moves and shifts of materials in storage spaces
  • Reports to the Institute Archivist and Head

Job Requirements: 
REQUIRED: at least two years’ office experience; excellent organizational and interpersonal skills; ability to function autonomously with minimal supervision in a highly visible position that is subject to frequent interruptions, work as part of a team, organize, set priorities, and multitask; exceptional analytical, problem solving, and critical thinking skills; sensitivity to organizational dynamics; proven ability to deal tactfully with faculty, students, and staff; advanced computer proficiency using SAP, Word, PowerPoint, Excel, FileMaker, and Outlook; willingness to learn new programs and software as needed; ability to work under pressure and adapt to changes in work requirements; strong writing and proofreading skills; discretion, good judgment, and the ability to maintain confidentiality. Must be able to lift and carry 40lbs.

Application Instructions:

For further information: contact Tom Rosko: [email protected], 617-253-5688