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Administrative Assistant 2

Massachusetts Institute of Technology • Cambridge, MA • 5h ago

Job Number: 25569

Functional Area: Administration

Department: Chemical Engineering

School Area: Engineering

Pay Range Minimum: $27.00

Pay Range Maximum: $32.90

Employment Type: Full-time (Hybrid)

Employment Category: Non-Exempt

Visa Sponsorship Available: No

Schedule:

Pay Grade: 5

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Posting Description

ADMINISTRATIVE ASSISTANT 2, Chemical Engineering, to provide administrative support to assist faculty members and their research groups with administrative, academic, operations, and some finance and HR matters related to the smooth operations of their research groups; serve as main administrative point of contact, promptly addressing queries; manage class materials preparation, including lecture notes, scanning, printing, and filing; coordinate class-related activities such as classroom booking, catering, and exams; arrange domestic and international travel for faculty and group members, prepare expense reports; assist with complex calendar management for faculty and group members; coordinate large and small-scale events for domestic and international audiences; perform basic library and web searches, manage book pickups/returns, and scan/file documents; manage financial review and control processes; process reimbursements and verify Pro-Card charges; assist ChemE HR staff with academic appointments and paperwork for international/domestic faculty; coordinate site visits and assist with grant-related materials and project spending; assist ChemE Research Finance staff in preparation of grant-related materials as needed; assist with financial review and control process and reconciliation of monthly accounting statements maintain web pages and databases for assigned faculty; act as the main point of contact for administrative support to group members of the assigned faculty portfolio; and coordinate site visits for assigned faculty.

Job Requirements

REQUIRED: High school diploma or equivalent and a minimum of three years of administrative experience; computer proficiency using Microsoft Office (Word, Excel, PowerPoint, FileMaker, and Outlook); excellent organizational and communication skills; ability to interact with diverse groups, work independently and as part of a team; ability to handle multiple tasks concurrently and deal with confidential information with discretion. PREFERRED: Bachelor's or Master's degree; experience with SAP and Dropbox; and MIT experience.

Work Schedule: Eligible for a hybrid work schedule based on performance and department needs. Occasional night and weekend hours may be required.3/18/2026

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