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Administrative Coordinator

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Date: Apr 8, 2021

Location:

Lexington, MA, US

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Company:
MIT Lincoln Laboratory

MIT Lincoln Laboratory is designated a Department of Defense (DoD) Federally Funded Research and Development Center (FFRDC) and a DoD Research and Development Laboratory. The Laboratory conducts research and development pertinent to national security on behalf of the military Services, the Office of the Secretary of Defense, the Intelligence Community, and other government agencies.

Job Summary

In this role, you will provide administrative and executive support to the Laboratory's Technology Ventures and Diversity and Inclusion Offices. The primary responsibilities are to manage complex office schedules, plan special events (onsite, offsite, virtual), schedule resources across multiple departments, coordinate and engage with visitors, arrange travel, process expenses, initiate procurements, and be a resource for staff in the two offices on office procedures, workflows, and resources. The successful candidate will enjoy working within a diverse entrepreneurial environment that is community oriented, mission-, and results-driven. Through these responsibilities, the Administrative Coordinator makes valued contributions promoting the organization's culture and the impact of its technologies on society.

Job Duties and 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,


• Manage the planning and logistics of the D&I office's administration of nine Laboratory Employee Resource Groups, the 9-member Executive Sponsor Group, the 14-member D&I Champion Group and the 16-member Executive D&I Council to enhance the professional growth, development and engagement and ultimately to simultaneously support lab mission, goals and values. Effort also involves program development, scheduling, training support and wiki master/editor functions,


• Facilitate the distribution of information and resources managed by the Technology Ventures and Diversity and Inclusion Offices,


• Support logistics for special events (catering, facility reservations, IT, shipping, visitor registration, transportation, and parking), including an annual Technology Ventures Office symposium,


• Coordinate the logistics for comprehensive D&I leadership intensive offsites for Department and Division leaders, including multiple accompanying leadership assessments,


• 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.

Qualifications

• Preferred Bachelor's degree in Communications, Business Administration, Human Resources, Behavioral Science or related discipline;


• At least 5 years of directly related work experience;


• 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 Diversity, Equity, and Inclusion practices and/or Entrepreneurship programs highly valued.

For Benefits Information, click http://hrweb.mit.edu/benefits

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: 33045

Nearest Major Market: Boston




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