Group Administrative Assistant (Rapid Prototyping Group)

MIT Lincoln Laboratory researches and develops a broad array of advanced technologies to meet critical national security needs. What sets us apart from many national R&D laboratories is our focus on building operational prototypes of the unique systems we design. The Engineering Division is at the heart of these prototypes. The Rapid Prototyping Group specializes in the rapid development of hardware and software for early program design iterations. Our primary objective is to minimize time to prototype deployment, allowing for more extensive field experiments and higher quality design revisions. Typically, the timeline for delivering advanced technology concepts is under a year.

About the role

The Engineering Division is seeking to fill the Group Administrative Assistant role to support the daily operation of the Rapid Prototyping Group, encompassing a wide variety of administrative tasks. The candidate should be team-oriented, possess strong communication skills, and demonstrate the ability to work successfully with others. The role requires working under pressure in a fast-paced, multi-faceted office while maintaining professionalism in communication with senior management and external parties, discretion in handling private information, and situational awareness of office and Laboratory-level matters.

The Group Admin, reporting to the Senior Business Manager, will support the Rapid Prototyping Group Office Leadership within the Division Operations Team.

Responsibilities

Tasks can be grouped into four main skill sets:

• Organization:
  • Manage multiple calendars, a conference room calendar, and group status board
  • Coordinate internal and external visits and meetings
  • Maintain office equipment and supply levels
  • Serve as the property coordinator for the group and point of contact for property
  • Set priorities and manage multiple concurrent tasks
• Communication:
  • Demonstrate effective written and oral communication and interpersonal skills
  • Work independently under minimal direction and monitor details effectively
• Accuracy:
  • Enter weekly time sheets for support, service, and subcontractors
  • Process shopping carts and procurements, execute credit card procurements
  • Arrange travel and process expense reports
  • Submit facilities and IT work orders
  • Perform data entry into Laboratory web-based forms, submit release reviews
  • Type and edit memoranda, create and maintain spreadsheets
  • Draft and edit presentations, compose and archive correspondence for the office
• Professionalism:
  • Maintain a high level of professionalism in communication with senior management and external parties
  • Exercise discretion in handling private and classified electronic and hard copy information
  • Escort visitors

This position is predominantly onsite during standard business hours. Standard laboratory operating hours are between 7 AM to 7 PM, with some flexibility within those parameters.

Requirements

• High School graduate with 3-5 years of relevant experience or Bachelor’s Degree in a relevant area
• Proficient in MS Office Suite (Outlook, Teams, Word, Excel, PowerPoint, Access)
• Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills
• Ability to perform administrative tasks in a highly collaborative environment, managing multiple assignments and prioritizing workflow with minimal supervision
• Ability to obtain and maintain a government security clearance

Preferred Qualifications

• Experience working with STEM field or government
• Experience with SAP, Concur, Success Factors, Field Glass, and Analysis for Office
• Proficient in Zoom for Government and Microsoft Teams

Pay

$32.00 - $38.10 / hour

Note: The final salary offered will depend on factors including—but not limited to—the scope and responsibilities of the role, the candidate’s experience, skills and education/training, internal equity considerations, and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.

Benefits

• Comprehensive health, dental, and vision plans
• MIT-funded pension
• Matching 401K
• Paid leave (including vacation, sick, parental, military, etc.)
• Tuition reimbursement and continuing education programs
• Mentorship programs
• A range of work-life balance options
• Additional voluntary benefits, discounts, and perks

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.