MIT D-Lab Administrative Officer

Date: September 2022
Location: Cambridge, Massachusetts
Type: Full-Time (Hybrid)
MIT Job #: 21854
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.

D-Lab seeks a skilled and experienced Administrative Officer to work closely with the Executive Director and ensure the effective implementation of its mission. The Administrative Officer will serve as senior administrator, with comprehensive responsibility for leading and managing administrative functions including human resources, finance, research administration, student services, building operations, and space coordination. They will also design and implement systems that enhance operations, strengthen sustainability, and align with the organization’s evolution and growth.

Characteristic Duties and Responsibilities

  • Serve as the chief financial and administrative officer, overseeing financial, human resource, and operational aspects of MIT D-Lab, including policy matters, research administration, student services, and space coordination; Provide counsel and administrative support to D-Lab staff, students, and affiliates;
  • Develop and implement strategic and operational systems, policies, and procedures that increase organizational efficiency and effectiveness;
  • Engage as a thought partner to the Executive Director and leadership team on strategic issues, such as financial prioritization, institute and sponsor partnerships, HR-related challenges, administrative policies and procedures, faculty engagement, and similar;
  • Facilitate effective communication across many internal and external levels, while fostering a diverse, equitable, and inclusive work and learning environment; Liaise with administrative units within the Office of the Vice Chancellor (OVC) and the rest of the Institute, to effectively perform all administrative functions and resolve any problems;
  • Lead the team of administrative staff and assistants at D-Lab, including providing direct supervision to staff;
  • Plan and coordinate financial activities for the fiscal year, working with program managers and researchers, and submit fiscal year budgets and quarterly reports; Oversee the allocation of financial, technical and personnel resources;
  • Coordinate research financial activities, including working with research staff to create and submit research proposals for sponsored awards into MIT’s Kuali COEUS; Coordinate the receipt of awards working with Research Administrative Services and the Office of the General Counsel; Submit under recovery requests as needed;
  • Monitor all financial activity, including that of sponsored projects; Supervise monthly financial review and control for all accounts; Provide periodic reports of financial activity (including end-of-year projections); Close the fiscal year and research financial activities, resolving account discrepancies and overruns, and provide summary financial activity reports to OVC and D-Lab leadership;
  • Coordinate all Human Resource activities; Initiate HR transactions including appointments, manage level of effort and salary adjustments and allocations, process weekly and monthly payroll, coordinate and complete quarterly certifications, coordinate annual reviews, manage vacation and leave requests and reports, coordinate outside professional activity reporting, coordinate and manage hiring, training, and terminations, and manage staff;
  • Act as D-Lab’s Emergency Coordinator; Develop, modify and disseminate emergency action plan, and liaise with the Environment, Health and Safety Office;
  • Authorize and organize space changes, coordinate work with MIT building and grounds for cleaning and trash pick-up; Support equipment purchases and inventory control; Coordinate computer purchases and renewals for staff;
  • Other duties as assigned.

Supervision Received

Supervision is received from the Executive Director.

Supervision Exercised

Supervision is given to the Workshop Manager, the Senior Financial Compliance Officer, the Administrative Assistant, and others where needed.

Qualifications and Education

  • Bachelor's degree; a minimum of five years of direct management experience, preferably in university administration; Experience working at MIT and knowledge of its financial, HR, and operational systems is highly desirable;
  • Excellent analytical, financial, organizational, leadership, supervisory, interpersonal, and oral and written communication skills; Good judgment, tact, diplomacy, discretion, and ability to handle sensitive and confidential matters, such as personnel and salary information;
  • Experience overseeing budgets and executing a variety of accounting transactions, such as purchase orders, journal vouchers, and invoices;
  • Advanced knowledge of databases, spreadsheets, accounting principles, and software packages (e.g. SAP, Kuali COEUS, Microsoft Office, Salesforce) and the ability to synthesize and communicate complex information visually and in writing is desirable; Willingness to learn new software programs as needed;
  • The position requires a proactive mindset, as well as flexibility and problem-solving in a rapidly evolving organization; Proven ability to manage changing and conflicting priorities, to develop and implement program policies and procedures, and to meet deadlines;
  • Ability to collaborate with diverse stakeholders, such as faculty, students, administrators, funders, and community partners abroad; An interest in international development and D-Lab’s mission, as well as multicultural experience, is desirable;
  • A team player, with a cheerful attitude and good sense of humor;

Apply

Candidates are encouraged to submit their cover letter and CV by September 30, 2022, but applications will be reviewed until the position is filled. The expected starting date for this position is December 1, 2022 to allow for one month of overlap with the outgoing Administrative Officer, but can be flexible if the candidate has previous experience working at MIT. The salary range of this position is $91,350 to $120,000, commensurate with experience. The position is based in Cambridge, MA and is not eligible for visa sponsorship. Apply here to MIT Job number 21854.


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.