Administrative Assistant 2

Administrative Assistant 2

Provide direct support to 3-5 NSE faculty members, their students, visitors and postdoctoral staff; assist with MIT administration navigation and grant/contract compliance; support day-to-day group operations through knowledge of MIT and funding agency procedures; independently organize events including site visits, workshops, meetings, and professional conferences; prepare invitations, track RSVPs, reserve spaces, arrange catering, and coordinate audio-visual needs; lead annual Reactor Technology Course (RTC), a high profile 3.5-week summer professional program; prepare and edit professional documents (correspondence, journal articles, grant materials); ensure proper formatting and references; coordinate with journals on submissions; prepare CVs and bibliographies for grants; arrange complex faculty travel and group trips; prepare CONCUR expense reports; train staff on MIT travel policies; manage group supply purchases and vendor selection; monitor budgets and resolve procurement issues; ensure compliance with grant/contract requirements; navigate complex MIT procedures; resolve issues with departments and external agencies; support teaching activities through course website updates and material preparation; assist with sponsored project management; work with NSE Fiscal Office to track project restrictions, prevent overspending, and maintain audit documentation; manage confidential salary information responsibly; update group web pages with bios, publications, and materials; conduct document searches; and share best practices with NSE colleagues and implement departmental solutions.

Required: High School education or equivalent; a minimum of three years of relevant administrative experience; excellent interpersonal and communications skills; a strong customer service orientation; excellent organizational skills; the ability to set priorities and manage a number of tasks in parallel in a busy environment; the ability to work both independently and as part of a team; sensitivity and discretion when dealing with students and academic issues; proficiency in Microsoft Word, Excel and PowerPoint; the ability to master new software quickly; a basic understanding of the accounting processes around billing and invoicing; experience planning meetings and events; proven experience working within a budget; and the ability to anticipate needs. Preferred: MIT experience; or Bachelor's Degree.