Senior Administrative Assistant to the Director, Institute for Medical Engineering & Science (IMES)

• Job Number: 24333

• Functional Area: Office Support

• Department: Institute for Medical Eng. and Science

• School Area: Engineering

• Employment Type: Full-time (Hybrid)

• Employment Category: Non-Exempt

• Visa Sponsorship Available: No

• Schedule:

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  Job Description

SENIOR ADMINISTRATIVE ASSISTANT TO THE DIRECTOR, Institute for Medical Engineering and Science (IMES (https://imes.mit.edu/about) ), to provide a wide range of complex and diverse administrative support for the director’s academic, teaching, and research activities and for departmental events and special projects. Responsibilities include calendar management; composing and editing correspondence and documentation; prepare presentations and communication with internal and external stakeholders; handling the preparation of materials for faculty nominations and awards, search reports, promotion and tenure cases, etc.; scheduling, planning, and executing a variety of complex meetings/activities/events; handling a range of purchasing/accounting duties; coordinating travel; ensuring the smooth running of the director’s lab; providing research proposal and award support; and a variety of other duties. A full job description is available here (https://www.dropbox.com/scl/fi/2sb5eh19ku2ze05c311e3/Sr-Admin-to-DH-August-2024.pdf?rlkey=jckxyk4yg0fwirevcky97q11b&st=a4tmu7nv&dl=0) .

Job Requirements

REQUIRED: high school diploma or its equivalent; at least five years’ administrative or related experience; excellent organizational, problem-solving, customer service, and written and oral communication skills; experience drafting and editing written communications; meticulous attention to detail and accuracy; discretion and judgment with confidential/sensitive data or information and/or when interacting with a diverse constituency of faculty, staff, and students; and proficiency with MS Word, Excel, PowerPoint, and conducting web-based searches. Must be able to anticipate issues that may arise in the course of ensuring smooth operations; research and resolve problems, escalating as necessary; see issues through to completion, sometimes in the face of stressful situations, competing priorities, and deadline pressure; coordinate a number of projects simultaneously, tracking deliverables, timelines, and budgets; and work with autonomy and minimal supervision. PREFERRED: bachelor’s degree, experience preparing presentations, and MIT experience or experience in higher education. Job #24333-68/19/24