Posting Description

ADMINISTRATIVE ASSISTANT FLOATER, Chemical Engineering, supports faculty, research groups, and departmental headquarters in MIT Chemical Engineering, providing administrative, academic, operational, financial, and human resources assistance. Reporting to the Director of Administration and Finance, the role works independently with minimal supervision and covers staff absences. Responsibilities include serving as a backup contact for faculty, group members, and functional areas; managing complex calendars; arranging travel; preparing Concur expense reports; processing reimbursements, purchases, invoices, Pro Card reconciliations, and monthly account reviews. The position supports financial controls, research projects and discretionary spending, and grant related materials. The floater assists with course administration, including preparing and posting class materials, scanning, printing, filing, booking classrooms, coordinating catering and exams, and maintaining records. Duties also include coordinating site visits and events, including room reservations, food orders, meeting setup, publicity, logistics, and closeout. Additional responsibilities include supporting academic appointments and extensions through the QuickBase People App; maintaining faculty, group, and database webpages; conducting library and web research; and assisting Communications, Academic Office, HR, Events, Research Administration, and headquarters functions as needed. The position may supervise workers or temporary staff.

Job Requirements

REQUIRED: High school diploma and a minimum of three years of administrative experience; Microsoft Office proficiency; discretion, flexibility, organization, communication, attention to detail, comfort learning technology, and ability to manage concurrent priorities independently and collaboratively. PREFERRED: Bachelor’s or Master’s degree; experience with SAP or Dropbox, MIT experience, or event planning experience.

Hybrid scheduling depends on performance and business needs; occasional evenings and weekends may be required.

10/20/2026