Graduate Administrative Assistant

• Job Number: 24027

• Functional Area: Administration

• Department: Physics

• School Area: Science

• Employment Type: Full-time (Hybrid)

• Employment Category: Non-Exempt

• Visa Sponsorship Available: No

• Schedule:

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  Job Description

GRADUATE ADMINISTRATIVE ASSISTANT, Physics, to act as the primary assistant to the graduate program and as a general resource on the policies/procedures of the Physics education program. Duties Include assisting with all aspects of the graduate degree program and providing administrative support for the academic administrator; maintaining graduate student records, including tracking student progress through general exams and completion of requirements and thesis proposals, thesis committee formation, advising students on details of thesis completion, and reviewing final theses for compliance with Institute guidelines; day-to-day responsibility for graduate admissions process, including review and upkeep of electronic systems, liaising with MIT Graduate Admissions and the applicants, overseeing preparation and processing of notification letters, and preparing reports; organizing departmental events; liaising with student organizations; assisting with registration; serving as a principal information source for prospective applicants, students, faculty, and the general public; serving as one of two primary office contacts for visitors; and assisting with other projects as needed.This role offers an opportunity to gain comprehensive experience in higher education administration.

Job Requirements

REQUIRED: high school diploma or its equivalent; three years’ administrative, office, or related experience; experience with databases for student record-keeping, including FileMaker Pro; proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and similar office software; customer service focus; ability to prioritize multiple duties simultaneously despite frequent interruptions; excellent interpersonal skills; ability to work with a diverse group of people; discretion with confidential material; meticulous attention to detail; flexibility; and interest in working with students and faculty and in a team-oriented environment. PREFERRED: bachelor's degree; experience in student academic services, admissions, or similar position; and MIT experience. Job #24027-5Occasional evening hours may be required.5/13/24