What are the responsibilities and job description for the Administrative Coordinator position at MIT Lincoln Laboratory?
Job Description
This position will provide senior level administrative support to the Laboratory’s Technology Transfer Office (TTO). The primary responsibilities are to manage complex office schedules and to prioritize time-critical matters. This role will be responsible for the coordination, planning and execution of high-level VIP and industry partner meetings. Will arrange travel with Concur, process expense reports, and be a resource/support for all members of the office.
It will also include supporting special projects that require a certain level of focus and review. Will assist the group with collecting, analyzing, and creating data report, managing contacts and file systems, and will be expected to utilize all available Laboratory administrative procedures, resources, and services to accomplish tasks as needed.
Will order supplies, enter and track purchase orders via SRM, and make PCard purchases with budget authority limitations and use software to create official correspondence, briefings, spreadsheet, and PowerPoint presentations as required.
Requirements:
A minimum of 5 years of directly related office experience is required. An A.S. or B.S. degree is a plus. An equivalent combination of experience and education will be considered.
Strong computer skills - proficiency with Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), collaboration platforms (Teams, Zoom), and electronic document management systems such as SharePoint and Confluence;
Familiarity with Enterprise Resource Planning software (SAP/SRM, CRM, HCM) and receptive to learning new digital skills, including internally built web applications;
Demonstrated attention to detail and ability to balance priorities among multiple, complex, and concurrent tasks;
Outstanding communication, interpersonal, and creative problem-solving skills;
Prior experience in business practices or Entrepreneurship programs highly valued.
Responsibilities:
Provide a range of administrative support: maintaining/monitoring electronic calendars, maintaining supplies, executing procurement-card purchases, preparation of presentation materials, managing filing systems, organizing contacts, and execution of internal administrative submissions/processes,
Facilitate the distribution of information and resources managed by the TTO
Support logistics for special events (catering, facility reservations, IT, shipping, visitor registration, transportation, and parking), including an annual TTO symposium, coordinate travel itineraries (airline, hotel, conference registration, conference room booking, ground transportation) and subsequent processing of expense vouchers using the Concur application,
Assist on-boarding and orientation of new hires (workspace, scheduling onboarding meetings, welcome activities, system requests, etc.),
Initiate new projects, including organizing databases and creating efficient filing and retrieval systems for materials across diverse topic categories.
U.S. citizenship
Ability to obtain and maintain a security clearance
Hiring Range: $60,400 - $80,000
Disclaimer: MIT Lincoln Laboratory provides a typical hiring range as a good faith estimate of what we reasonably expect to offer for this position at the time of posting. The final salary offered to a selected candidate will depend on various factors, including—but not limited to—the scope and responsibilities of the role, the candidate’s experience, skills and education/training, internal equity considerations and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.
At MIT Lincoln Laboratory, our exceptional career opportunities include many outstanding benefits to help you stay healthy, feel supported, and enjoy a fulfilling work-life balance. Benefits offered to employees include:
Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Secret level DoD security clearance.
MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.
Requisition ID: 42739
This position will provide senior level administrative support to the Laboratory’s Technology Transfer Office (TTO). The primary responsibilities are to manage complex office schedules and to prioritize time-critical matters. This role will be responsible for the coordination, planning and execution of high-level VIP and industry partner meetings. Will arrange travel with Concur, process expense reports, and be a resource/support for all members of the office.
It will also include supporting special projects that require a certain level of focus and review. Will assist the group with collecting, analyzing, and creating data report, managing contacts and file systems, and will be expected to utilize all available Laboratory administrative procedures, resources, and services to accomplish tasks as needed.
Will order supplies, enter and track purchase orders via SRM, and make PCard purchases with budget authority limitations and use software to create official correspondence, briefings, spreadsheet, and PowerPoint presentations as required.
Requirements:
A minimum of 5 years of directly related office experience is required. An A.S. or B.S. degree is a plus. An equivalent combination of experience and education will be considered.
Strong computer skills - proficiency with Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), collaboration platforms (Teams, Zoom), and electronic document management systems such as SharePoint and Confluence;
Familiarity with Enterprise Resource Planning software (SAP/SRM, CRM, HCM) and receptive to learning new digital skills, including internally built web applications;
Demonstrated attention to detail and ability to balance priorities among multiple, complex, and concurrent tasks;
Outstanding communication, interpersonal, and creative problem-solving skills;
Prior experience in business practices or Entrepreneurship programs highly valued.
Responsibilities:
Provide a range of administrative support: maintaining/monitoring electronic calendars, maintaining supplies, executing procurement-card purchases, preparation of presentation materials, managing filing systems, organizing contacts, and execution of internal administrative submissions/processes,
Facilitate the distribution of information and resources managed by the TTO
Support logistics for special events (catering, facility reservations, IT, shipping, visitor registration, transportation, and parking), including an annual TTO symposium, coordinate travel itineraries (airline, hotel, conference registration, conference room booking, ground transportation) and subsequent processing of expense vouchers using the Concur application,
Assist on-boarding and orientation of new hires (workspace, scheduling onboarding meetings, welcome activities, system requests, etc.),
Initiate new projects, including organizing databases and creating efficient filing and retrieval systems for materials across diverse topic categories.
U.S. citizenship
Ability to obtain and maintain a security clearance
Hiring Range: $60,400 - $80,000
Disclaimer: MIT Lincoln Laboratory provides a typical hiring range as a good faith estimate of what we reasonably expect to offer for this position at the time of posting. The final salary offered to a selected candidate will depend on various factors, including—but not limited to—the scope and responsibilities of the role, the candidate’s experience, skills and education/training, internal equity considerations and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.
At MIT Lincoln Laboratory, our exceptional career opportunities include many outstanding benefits to help you stay healthy, feel supported, and enjoy a fulfilling work-life balance. Benefits offered to employees include:
- Comprehensive health, dental, and vision plans
- MIT-funded pension
- Matching 401K
- Paid leave (including vacation, sick, parental, military, etc.)
- Tuition reimbursement and continuing education programs
- Mentorship programs
- A range of work-life balance options
- ... and much more!
Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Secret level DoD security clearance.
MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.
Requisition ID: 42739
Salary : $60,400 - $80,000