Financial / Administrative Assistant

Internal Only -

Exclusive / Head Start :

No they work with other agencies

Why Open : Person in role is leaving (Charlynne Crutcher)

Who reports to : Justin Kasarsky

Narrative (backstory, color, keys to filling the job, perks, etc.) : Not sure - they send the questions that I would ask on a job order call - think that was the process they had with Taylor. let me know if there are questions, I can reach out.

Send to candidate

Title : Administrative Assistant II - Student Support Services

Company : MIT Division of Student Life

Musts :

Organized

Experience (and comfort) with social media

Experience with MS Office

Plusses :

• Bachelor's degree
• WordPress

Hourly Rate : 24-26

Hours : 9-5 Monday -Froday with a 30 minute unpaid lunch

Location / Parking : T - no free parking

Hybrid : No - 5 days on-site.

Equipment : Provided by MIT

Start Date : January 5th

Duration : Contract ('could be" temp-hire)

Interview process : 30 minute Zoom interviews - one with Justin Kasarsky and one with Rachel Feller

Position Overview :

Assists Student Support Services in accomplishing its mission to promote the academic success and holistic wellbeing of students. Provides assistance with the daily administrative functions of Student Support Services (S3) and administrative support to a staff of 10. Primary areas of responsibility include serving as the first point of contact at Student Support Services front desk, and back-up for Disability and Access Services (DAS) front desk; monitoring office email account and virtual drop-in system; scheduling appointments; maintaining students' records; providing technical support for the office including maintaining S3's database and website; coordinating S3 social media / communications to the community; and other day-to-day administrative and financial functions.

Principal Duties and Responsibilities (Essential Functions) :

• Serves as the first point of contact for Student Support Services addressing the needs of both students and visitors, in-person, online, and on the phone.
• Monitors and responds to office email, schedules appointments, or refers students appropriately, distinguishing between emergencies and non-critical situations.
• Monitors virtual drop-in system, assigning students to appropriate staff.
• Manages the calendars for S3 staff and shared resources. Has responsibility for scheduling student appointments and other meetings for the deans.
• Provides information to students and other Institute personnel on S3 and Institute policies and procedures regarding leaves and returns, excused absences, and other office functions.
• Accountable for maintaining FileMaker database of student records, including data entry, securing and filing confidential documents.
• Coordinates the day-to-day administrative and financial operation of the office including maintaining service contracts, initiating service calls, and ordering supplies.
• Maintains the S3 website and updates it in a timely fashion.
• Assists with advertising and communicating S3 news and programs to the community through social media, and by drafting and designing materials such as posters and flyers.
• Assists with organizing events and programs originating in S3.
• Performs other duties as assigned and engages in projects under the direction of the Associate Director and Assistant Dean for Student Support Services.

Qualifications :

High school diploma or equivalent required. Minimum 3 years of administrative, office, or related experience required. A bachelor's degree is preferred. Knowledge of MIT or experience in higher ed. is desired. A desire to work in a service-oriented office, with a diverse student body and staff is essential. Must possess strong interpersonal and communication skills, and be willing to be the friendly and welcoming face of S3. Must be sensitive to individuals in distress; use excellent judgment and discretion in handling confidential information. Attention to detail and strong organizational skills are critical. Demonstration of initiative, flexibility and ability to work in a high energy, dynamic environment is necessary. Experience with FileMaker and / or WordPress highly desired.