Group 98: IV Group Administrative Asst

Group 98: IV Group Administrative Assistant

Group 98, Advanced Quantum Technology, is seeking an enthusiastic and highly-organized Administrative Assistant in a rare opportunity establishing a new group.  The Administrative Assistant will be responsible for assisting in the daily operation of a dynamic group office, encompassing a wide variety of administrative support tasks.  Strong organizational, accuracy, communication, and prioritization skills are essential.

Responsibilities Include:

• Process electronic shopping carts and PCard purchases, enter weekly/hourly time reports, ship order requests, and assisting with various purchasing related inquiries.
• Act as one of the group's Property and Safety coordinators.
• Schedule and coordinate interviews using Success Factors.
• Submit requests for Contingent Workers as needed using the Fieldglass Tool.
• Prepare and process a variety of Laboratory administrative web-based forms, answer telephones, maintain electronic calendars, order group office supplies, sort area mail, and compose and type correspondence.
• Prepare/edit technical material and process items for release review using PARROT.
• Maintain and create databases, help coordinate travel arrangements in Concur, process expense reports as needed, send security clearances, handle classified material and maintain office files.
• Set up and coordinate arrangements for internal and external meetings.
• Interact regularly with Laboratory personnel and sponsors and provide guidance to group members in relation to MIT Lincoln Laboratory Policies & Procedures (purchasing requirements, etc.) in order to facilitate/ensure compliance.
• Respond to requests for the Division 9 Office as needed.

Qualifications:

• High School diploma or equivalent.
• At least 2.5 years of directly related experience. Post high-school education will count toward experience.
• High Proficiency in SAP, Microsoft Office, Microsoft Outlook, and excellent general computer skills are desired.
• Strong administrative support skills and ability to interact with all levels of Laboratory personnel as well as sponsors.
• Demonstrate considerable initiative and be able to perform tasks with minimal supervision in a fast paced environment as well as being comfortable working in a team environment.
• Demonstrated ability to prioritize tasks in a dynamic environment, including understanding which tasks to prioritize for action, which to delegate, which to monitor and which to escalate for immediate attention.
• Must be able to demonstrate effective written and oral communication skills and be able to demonstrate inter personal skills, organizational skills; appropriate judgment and a conscious approach to work are necessary.