Administrative Assistant 2

Salary Range: $26-$30/hour based on related experience and expertise

Hours: This is a full-time, 40hours; hybrid position with 3 days per week on campus.

Position Overview:

The Administrative Assistant 2 will provide high-level administrative support to the Plasma Science and Fusion Center’s Headquarters Office and the Director of Administration and Finance. This role involves managing a diverse range of responsibilities, including procurement, expense tracking, and coordinating meetings and events. The ideal candidate will be a highly organized and proactive professional capable of working independently while offering guidance and support to staff. Attention to detail, strong communication skills, and the ability to prioritize tasks in a fast-paced environment are essential. Employment is contingent upon the successful completion of a background check.

Principal Duties and Responsibilities (Essential Functions**):

• Handle a wide array of administrative tasks in support of the Director, Administration and Finance.
• Serve as the PSFC’s parking administrator handling all parking-related issues including issuing temporary parking passes, assisting staff in setting up their parking accounts with MIT, and setting up temporary visitors or contractors with parking.  Serve as a local knowledge base for addressing staff’s parking concerns.
• Ensure the operability of all shared printers in all buildings.  Ensure sufficient paper is in supply in all locations, post instructions on each machine to direct people in the event of a malfunction, and purchase supplies.
• Process Requests for Payment (RFPs) for staff throughout the Center, as needed.
• Process procurement card purchases and identify expenses that are inappropriate or unallowable.
• Track spending on various accounts as directed.
• Track spending on all ILP accounts and provide annual statements to all users throughout the Center.
• Uses the MIT purchasing system to procure goods and services. Works with MIT Procurement Operations office and with vendors to ensure purchases are completed successfully and promptly.  This includes setting up requisitions and purchase orders, paying invoices, and ensuring that goods are received and vendors are paid.
• Assists in the planning of domestic and foreign travel arrangements as well as preparing and submitting travel expense reports and related documents.
• Organizes and assists in holding events, from small meetings to larger workshops. Activites may include sending out invitations, preparing name tags, reserving rooms, ordering refreshments, setting up and taking down the event, and coordinating with event leadership.
• Schedules meetings and manages calendars as needed.
• Responds to inquires requiring a broad understanding of work-area policies and procedures.
• Maintains coffee station by ordering supplies and ensuring area is kept neat and orderly.
• Maintains databases using programs such as Excel.
• Other duties as needed or required.

Qualifications & Skills:

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

High school diploma or equivalent required.  Minimum 3 years of administrative, office, or related experience.  Strong organizational skill required.  Must be proficient at using common applications such as Microsoft Word, Excel, Outlook, and Powerpoint.  Experience working with SAP or Buy-to-Pay a plus.

Deals with confidential information and/or issues using discretion and judgment.

This position is NOT eligible for visa sponsorship.

Employment is contingent upon the completion of a satisfactory background check.