Financial and Administrative Assistant

Date: January 31, 2023
Location: Cambridge, Massachusetts
Type: Full-Time (Hybrid)
MIT Job #: 22326
Note: No visa sponsorship available.

Overview

MIT D-Lab works with people around the world to develop and advance collaborative approaches and practical solutions to global poverty challenges. With a professional staff of ~20 and two Faculty Directors, D-Lab provides ~15 classes per year, engages in research projects in more than 25 countries, and implements rigorous programs that positively impact people and the planet. Over the past twenty years, MIT D-Lab has worked with more than 3,000 students, dozens of community partners, and an international network of hundreds of designers, innovators, and researchers, all committed to building a better world.
 
MIT D-Lab seeks a Finance & Administration Assistant, who will be responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. The successful candidate will need to prioritize and execute tasks to support multiple programs, and will be expected to provide general support for all D-Lab staff members. This will include assisting with financial transactions, classes and student services, travel logistics and reimbursements, event planning, space coordination, and building operations. The ideal candidate will be organized and flexible, able to anticipate and resolve problems working independently and as part of a team, and is expected to update their supervisor on the status of projects. The Finance & Administration Assistant reports to, and works closely with, D-Lab’s Administrative Officer.

Characteristic duties and responsibilities

GENERAL DUTIES

  • Provide financial and administrative support to ensure the smooth operation of all D-Lab initiatives.
  • Provide targeted support, as needed, to the Administrative Officer, the Executive Director, and other staff. Interact daily with, staff, and students.

FINANCE (50%)

  • Manage program/project budget. Monitor, reconcile, and control program/project expenses.
  • Process and approve accounting transactions.
  • Assist with grants and contracts, accounts reconciliation, and necessary documentation for administration and finance.
  • Monitor and order inventory, select vendors, use signature and purchasing authorization. Responsible for staying within budget and following budgetary guidelines.
  • Facilitate diverse and complex travel arrangements. Process travel advances and reconcile complex international trip expenditures.
  • Work as needed with the Administrative Officer to collect data and documents necessary to process and troubleshoot transactions and other inquiries.
  • Train others regarding policies and procedures.

ADMINISTRATION (40%)

  • Serve as D-Lab’s IT Liaison with Desktop Support. Identify and learn new programs and software skills as necessary, to facilitate the interface of standard programs with non-standard programs used by staff.
  • Create and maintain standard procedures and filing systems.
  • Support trip leaders in preparation for student group travel, train them on administrative procedures associated with international travel, attend trip leader meetings, research country information, and ensure all students are uploaded to the Travel Registry. Collect all necessary documents for student travel, assist with visa applications, and reconcile trip reports upon their return.
  • Access and distribute class lists and disseminate information about important administrative deadlines to class instructors. Analyze student participation and maintain the database of students, alumni, projects, and partners (using Excel and Salesforce).

OPERATIONS (10%)

  • Determine and develop departmental procedures and recommend changes to work area processes.
  • Coordinate logistics for classes, meetings, large events, and conferences, including booking rooms, ordering food.
  • Ensure the proper functioning of shared office equipment (photocopier, printer, projectors, etc.) and facilitate unit repair and maintenance. Help with facility orders, including repairs, replacement of keys, and disposition.
  • Manage mailing and other packages arriving to the office, including domestic and international shipments.
  • Process requests for access to D-Lab space.
  • Occasionally greet visitors to the office and keep an eye out for office organization.

  • Perform other duties as assigned by supervisor.

Supervision received

Supervision is received from the Administrative Officer.

Supervision exercised

None, though they may occasionally oversee student workers and temporary hires.

Qualifications and education

  • High School diploma and a minimum of 5 years relevant professional experience required. Bachelor’s degree, and 3 years of experience preferably in finance, accounting, or business administration, preferred.
  • Strong organizational, analytical, and problem-solving skills.
  • Experience with contracts and financial administration is desirable.
  • Experience managing databases and using software applications (MS Office Suite, SAP, Concur, Adobe Suite, Salesforce, Google Drive, Dropbox, and similar) is desirable.
  • Proven ability to set priorities, handle multiple tasks simultaneously, follow through, and meet deadlines in a high-paced environment.
  • Outstanding interpersonal and communication skills, and ability to work both independently and as part of a team.
  • Demonstrated talent and comfort interacting with a diversity of people.
  • Tact, discretion, and the ability to handle confidential matters.
  • Detail-oriented, and keen to learn new policies and ensure their application.

Apply

Candidates are encouraged to submit a Cover Letter and CV by February 20th, 2023, but applications will be reviewed until the position is filled. The salary range of this position, based on a 40 hour work week is $55,000 to $70,000, commensurate with experience. Apply here to MIT Job number 22326.

This is a full-time position based in Cambridge MA and is not eligible for visa sponsorship  with the possibility of 1-2 days of remote or flexible work.

MIT is an equal opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.

MIT D-Lab is committed to diversity, equity, inclusion, and belonging, and seeks to build and maintain a community and culture that celebrates and values diverse backgrounds, identities, and perspectives. All inquiries and applications for this position will be handled in the strictest confidence.