Administrative and Financial Assistant

Administrative and Financial Assistant

Job Number: 24565

Functional Area: Office Support

Department: Institute Affairs

School Area: VP & Secretary of Corp

Employment Type: Full-Time

Employment Category: Non-Exempt

Visa Sponsorship Available: No

Schedule: Monday through Friday

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Posting Description

ADMINISTRATIVE AND FINANCIAL ASSISTANT, Institute Affairs, performs complex and diverse work for Institute Events to research and resolve problems, exercise independent judgment, and anticipate needs; completes complex finance-related activities; assists with the Event Registration process; manages the executive director’s complex and diverse calendar; answers phones; schedules meetings; makes travel arrangements; greets visitors; tracks RSVPs, academic regalia orders, and other information within department’s relational database; supports administration of the MIT Events Calendar; manages office operations; reviews monthly accounting statements; creates service requests and requisitions; handles travel expense reports, processes invoices and other payments, reconciling budgets and accounting statements; assists with budget management activities such as reporting, monitoring use of MIT procurement and travel credit cards; and prepares financial transactions for approval (e.g. quotes, purchase orders, and contracts).Job RequirementsREQUIRED: High school diploma or equivalent; a minimum of five years of administrative, office or related experience; proficiency with Zoom; ability to organize and multitask with minimal supervision; ability to communicate, verbally and electronically, with clarity; Word, database (FileMaker Pro), Excel, PowerPoint, and calendaring skills; and resourcefulness and initiative. PREFERRED: Bachelor’s degree; knowledge of MIT administrative and financial systems (particularly SAP); and experience working in higher education or with bookkeeping and accounting. Job #24565-6This position is located at the Massachusetts Institute of Technology in Cambridge, Massachusetts, work is conducted 9am-5pm with potential to work remotely on occasion. Occasional evening, weekend, or holiday time is required.11/1/2024