Administrative Assistant Job at ACL Digital in Cambridge

Title: Administrative Assistant II (for Faculty)

Location: Cambridge MA 02138

Duration: 03+ Months & Possible Extension

Work Schedule: 35 hours/week

Location: Yes, M-F 9-5 (unpaid hour lunch break), 1 day/wk remote (day TBD in consultation with manager)

Top 3 technical or soft skills you’d like to see that will lead you to request an interview

Financial Experience (invoice/expense report processing, familiarity with MS Excel)

Task Management (ability to prioritize and manage multiple requests)

Communication (effective written and verbal communications)

Job Summary

Reporting to the Assistant Director of Administration and Finance in the Department of Psychology, the Lab Support Specialist performs a wide range of administrative and financial duties for multiple faculty in the Department. Executes, with proficiency, a broad range of technical systems in support of teaching and research. Prepares materials for publications and/or grants. Prioritizes multiple tasks in a competing environment (i.e., multiple faculty).

Job Responsibilities

Provides a wide range of clerical support, including composing and editing letters, reports, presentations, etc.

Prepares copy for publication or submission of grant proposals and/or reports. Assists with copying, printing, scanning, faxing, filing, and shredding materials related to lab operations.

Creates and maintains lab filing system(s).

Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software ,electronic calendar, email, and other technical/scientific applications. Updates faculty, lab, and/or departmental websites.

Serves as principal administrative contact and source of information for students, staff, faculty, and external customers. Answers and routes phone calls, mail, and e-mail messages, and handles wide-range information dissemination.

Prepares and produces financial reports using online financial systems, such as reimbursement for travel, corporate cards, HU Purchasing card, etc.

Assists in preparation of spreadsheets for grant budget sand tracks expenditures.

Purchases and maintains inventory of supplies for office or lab.

May assist in onboarding, training, scheduling, and distributing work of students, casuals, or temporary staff.

Responsibilities will also include reception and other general support for departmental administrative offices.

Contributes to unit effort by accomplishing related duties as required.

Basic Qualifications

Business training or college degree ,or equivalent education plus experience in an office environment.

Additional Qualifications

Three plus years of office administration and customer service experience preferred.

Strong MS Office skills. Solid writing, editing, and proofreading skills.

Excellent interpersonal skills and ability to communicate professionally with diverse constituency. Ability to handle complex and confidential information with discretion. Ability to work across teams and with a variety of projects. Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests (i.e., multiple faculty). Ability to work independently with minimal supervision.