Administrative Assistant, Office of the Director and Technology Services, MIT, Cambridge MA

Posted March 12, 2013

The MIT Libraries seek a highly-organized, self-motivated individual to provide high-level administrative support in the Libraries’ busy top administrative and technology offices. This dual-role position provides an excellent opportunity to support the daily activities, exciting initiatives and the broader service mission of a dynamic academic research library system.

RESPONSIBILITIES: Reporting to the Associate Director for Research and Instructional Services, the Administrative Assistant has two equally important supporting roles in two separate library locations. Spending 50% time at each location s/he provides physical, reliable coverage for the Office of the Director of Libraries and for the Libraries’ technology services office suite. In this role the Administrative Assistant receives and directs visitors, answers telephones and directs calls, serves as information resource to library and Institute staff and visitors, sorts/distributes daily mail, and manages and maintains office supplies, equipment and space. (Coverage of the Office of the Director will be shared with another part-time Administrative Assistant.) Working in the Office of the Director the Assistant provides administrative support to the Associate Director for Research and Instructional Services and the Assistant to the Director; as Administrative Assistant in the technology suite, s/he provides support to the Associate Director for Technology and the Director of Research & Head/Scientist for the Program for Information Science. Administrative support tasks will range from basic to highly complex: managing calendars and organizing background materials for meetings; scheduling meetings and events and managing logistics; making travel arrangements and arranging for expense reporting and reimbursement; creating and managing effective filing systems; providing support to committees including coordinating agenda development and developing and maintaining wikis and web pages; maintaining and updating functional area lists, organization charts and web pages; facilitating updates and publishing of library publications and reports; and coordinating collection and reporting of weekly, monthly and annual statistics. S/he will also provide basic office support for 10-12 staff located in the technology services office suite.

QUALIFICATIONS: Associate/Bachelor’s degree or combination of equivalent education and at least 5 years direct/related experience. Advanced computer skills in Windows environment and software including Word, Excel, PowerPoint, Web browsers, e-mail, and calendar software as well as willingness and ability to learn additional programs/systems as needed. Excellent administrative and organizational skills, including ability to multi-task andmanage competing priorities. Attention to detail and demonstrated ability to analyze and solve problems and to follow-through on tasks and projects. Ability to work independently and resourcefully with minimal supervision and with frequent interruptions. Positive service attitude with demonstrated initiative and tendencies to anticipate and respond to administrative needs. Ability to exercise independent judgment and discretion and to understand and respect issues of a confidential nature. Excellent interpersonal skills, patience and diplomacy, and ability to work effectively with a diverse group of people. Strong verbal and written communication skills. Sensitivity to organizational dynamics and ability to collaborate with colleagues at all levels. Desirable: Work experience in the academic environment; MIT experience a plus. Experience in creating and or updating wikis. Experience with webediting software. Experience with SAP. Familiarity with academic research libraries.

HOURS: 37.50 hours per week. Monday – Friday, 9:00 a.m. – 5:30 p.m.

APPLICATION PROCESS: Apply online at: http://hrweb.mit.edu/staffing/index.html. MIT is strongly and actively committed to diversity within its community and particularly encourages applications from qualified women and ethnic minority candidates.