Program and Administrative Assistant - Boston, MA

The Institute Affairs department is a crucial part of the community-centric functioning within a prestigious academic environment, providing comprehensive administrative support and program management across multiple initiatives that enrich the broader community’s engagement.

The Community Service Office (CSO), within this department, spearheads various efforts such as Community Giving, the Quarter Century Club (QCC), the MIT Retirees Association, and the MIT Activities Committee (MITAC). These programs are instrumental in fostering vibrant community involvement, supporting retirees, and promoting active participation in institutional events and activities.

The Program and Administrative Assistant role at Institute Affairs is a pivotal, full-time position designed to facilitate smooth operation and coordination within these multifaceted programs. This position offers an hourly wage range from $27.00 to $32.90, reflecting the importance of the responsibilities and the skills required.

The role is classified as non-exempt and provides key support to both MITAC and Community Services-related functions, splitting responsibilities evenly to ensure both areas receive dedicated attention.

In this role, the assistant functions as the primary contact for the MIT Retirees Association, managing membership renewals, and providing administrative support that is essential for maintaining the continuity and quality of retiree engagement programs.

Secondary responsibilities include supporting Community Giving and the Quarter Century Club, two vital initiatives that recognize and build the strength of the community and its long-term contributors.

The assistant plays a fundamental role in developing MITAC programming and managing operational aspects like the ticket office and business processes. This involves handling daily reconciliation of sales and credit card transactions, managing supplies, producing event materials such as name badges and seating tags, coordinating vendor and guest parking, and resolving technical issues swiftly and efficiently.

The nature of the work demands a high level of organizational skill, impeccable attention to detail, and the ability to prioritize competing tasks amidst frequent interruptions.

Candidates for this position must excel in customer service and communication and demonstrate sound judgment and problem-solving capabilities. Adeptness with inventory management, financial systems, online point-of-sale technology, Adobe Creative Suite, and Microsoft Office are essential, as is comfort with screen-based operations.

The role also encourages professional maturity and a commitment to inclusivity in all interactions.

Preferred qualifications include a bachelor’s degree and experience with web content management and financial software tools such as Drupal, SAP, MailChimp, CyberSource, and Stripe. Familiarity with FileMaker, HTML, and adherence to PCI DSS compliance standards will further enhance an applicant’s fit for this role.

This position, housed within the functional area of event planning and reporting to the Vice President and Secretary of Corporation, presents an exciting opportunity for individuals seeking to contribute meaningfully to an institution that values community, continuity, and excellence in service.

The Program and Administrative Assistant at Institute Affairs is not only a job but a chance to be part of a dynamic organizational culture that thrives on collaboration and innovative program delivery.

• High school diploma or equivalent
• minimum three years of administrative or events support experience
• excellent customer service skills
• sound judgment
• organizational skills
• financial skills
• technical skills
• problem-solving skills
• interpersonal skills
• communication skills
• demonstrated project ownership and initiative
• ability to prioritize tasks
• ability to work well with interruptions
• ability to work independently and as part of a team
• patience
• professionalism
• commitment to inclusive practices
• proficiency with inventory and financial systems
• proficiency with online and point of sales systems
• proficiency with Adobe Creative Suite
• proficiency with Microsoft Office Suite
• facility with on-screen operations

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