MIT Job Description
Job Title: Administrative Assistant II
Position Title: Work-Life Admin Asst
Reports to: Co-Managers, Work-Life Center
% Effort or Wkly Hrs: 35hrs/week
Department: Human Resources
Prepared by: Jane Doe
Date: 1/1/2015
Position Overview:
Under minimal supervision, perform complex client-service and administrative duties for the MIT Work-Life Center and
support an administrative staff of three. The MIT Work-Life Center offers a range of direct services and spearheads projects
that enhance the quality of life for the MIT community. Services such as consultations and referrals are available at no cost
to MIT students, staff, and faculty, as well as to their partners and families. Coordinate client inquiries, providing a
significant level of specialized information on the Center and MIT work/life programs and services, making complex
decisions to match client needs with appropriate resources. Independently handle office administrative duties including
purchasing, reconciling accounts, budget preparation, and computer system needs; co-coordinate semiannual seminar series;
supervise student help; and work as part of a team on a wide range of Center programs, projects, special initiatives, and
events.
Principal Duties and Responsibilities (Essential Functions**):
1.
Serve as primary source of information to faculty, staff, and students about MIT work/life and Center programs
and services, requiring broad knowledge of policies, resources, and client needs. Manage incoming calls, visitors,
and e-mail inquiries, which includes, in general, responding to standard and complex inquiries and use judgment
and knowledge to determine when to arrange consultations with supervisors.
2.
Resolves basic computer problems. Uses discretion and knows who to go to assist with more complex system
needs including new applications and upgrades for Word, FileMaker, Netscape, Dreamweaver, SAP, and Excel.
3.
Create basic databases as needed and maintain 9 existing databases (Lending Library, Open Seminars, Seminars
History, Resource Database, Cambridge Child Care Centers, MIT Rooms, Client Database, Scholarship Database,
and Center Bibliography) using FileMaker Pro, Excel, and Endnote. Maintains the multiple database systems
including modifying existing layouts, designing basic layouts, and maintaining and creating records to be used for
Institute reporting.
4.
Uses Web software to input, update, and maintain Center related sites including the Center for Work and Family,
TCC, Faculty Work/Life, Council for Work and Family and Life Sites websites. Monitor sites for accuracy and upto-date information. Update basic content through Dreamweaver.
5.
Assist with the operation of the Child Care Scholarship Program in collaboration with the Center Administrative
Team. Serve as a resource and offer guidance on questions involving the monitoring and reconciling the
scholarship accounts, verifying applicant eligibility, database questions, award/declination letter process, and any
inquiries about the program both basic and case specific.
6.
Provide budget support for the Child Care Budgets; Campus, Lincoln, Employee Scholarship Fund and Student
Scholarship Fund accounting procedures. Responsibilities include monitoring and reconciling accounts.
Investigate and fix purchasing/accounting discrepancies, prepare and process purchasing and accounting forms,
and authorize expenditures within certain limits.
7.
Coordinates the semiannual seminar series: planning and publicity, including researching and recommending
programs, speakers, and topics, scheduling, room registration, seminar flyer design, printing, and distribution.
Responsible for ongoing communication with registrants and speakers; sending email reminders, updates, and
maintaining waiting list.
8.
Independently oversee specified office libraries including the Lending Library and Research Library.
Responsibilities include purchasing books, tracking orders, searching for books and/or essays, entering books
and/or publications into appropriate database (Lending Library in Filemaker, Research in Endnote). Monitor
borrowing of books by MIT community members. Delegating tasks to student worker.
9.
Provide back up support with the operation of the Parents in a Pinch Program in collaboration with the
Administrator of Child Care Initiatives, including review of registration list for eligibility, submitting eligible list to
Parents in a Pinch, reviewing utilization reports and proposing ideas accordingly, order and distribution of benefit
marketing materials (flyers, magnets).
10. Interact with representatives of MIT departments and outside agencies and institutions, at times representing the
Center at special events and in committee meetings, contributing information and ideas, as well as keeping
administrators informed of key developments.
11. Independently prepare correspondence to respond to internal inquiries from clients and Institute representatives,
and external inquiries from outside individuals, institutions, and agencies, for own or supervisor’s signature.
Compose, edit, and proofread key office materials.
12. Assist in creating a welcoming and well-organized center environment, including by maintaining furnishings and
supplies, ordering food, and setting up and maintaining the conference room.
13. Perform other administrative, financial, and clerical duties as necessary to support own or administrators’ activities
in the Center, including: publicity, program registration, and library and Internet research. Also, schedule meetings,
maintain and replace office equipment, and complete time-limited projects as needed. Office administration also
includes creating and updating manuals and procedures for essential functions.
Supervision Received:
Supervision is provided by the Center’s co-managers; position requires ability to perform with minimal supervision.
Supervision Exercised:
No direct reports. May monitor and coordinate the work of students and temps.
Qualifications & Skills:
Education: High School education or equivalent.
Experience: A minimum of three years secretarial, office, or related experience.
Skills: Strong interpersonal skills and ease with both telephone and in-person contacts. Strong organizational and timemanagement skills, including ability to handle multiple tasks simultaneously. Facility with written communication, including
preparation of minutes and short documents. Proficiency in FileMaker Pro, Excel, Word, Endnote, and experience with
SAP preferred. Ability to update website using Netscape and Dreamweaver. Ability to perform word processing, database,
and accounting functions including some troubleshooting and system updating. Ability to work independently. Experience
with human service programs and with international populations beneficial.
** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on
the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function
would fundamentally change the job.