Job Description

ADMINISTRATIVE ASSISTANT 2, Biology, to provide administrative and financial support to multiple faculty members and their research groups consisting of research staff, students, postdocs, and visitors. Will liaise with central administrative offices; research and resolve complex problems exercising independent judgment; assist with preparation of class materials; schedule diverse and complex appointments, meetings, and travel prepare travel itineraries; coordinate with Biology HR staff on academic processes such as appointments and visas; file, photocopy and respond to inquiries, telephone calls, and visitors; oversee the purchase of lab equipment and supplies; assist with aspects of grant proposal preparation and review (e.g., biosketch updates); perform basic proofreading and material gathering; aid with financial management of funds for assigned research groups; prepare procurement documents; prepare, review, and verify travel reports, invoices, and credit card transactions; process and monitor accounts receivable; monitor personnel and non-personnel expenditures; reconcile accounts; prepare monthly forecasts; aid with analysis of expenditures and provide recommendations for adjustments.

REQUIRED: high school diploma or its equivalent; at least three years of administrative, office, financial, or related experience; initiative; excellent organizational, interpersonal, verbal, and written communication skills; attention to detail; ability to manage multiple tasks concurrently, research and resolve discrepancies, anticipate needs, and remain flexible as situations demand; discretion and diplomacy with confidential information; and experience with standard MS Office software. PREFERRED: experience with databases (e.g. FileMaker, QuickBase) and MIT financial systems (e.g., BP2, SAP, SAPgui, Concur); bachelor’s degree and experience in an academic setting. Job #24432-5

9/20/2024

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