Career Opportunities

CURRENT OPENINGS

Financial Officer – Job ID #16202

Position Overview: Financial Officer, Institute for Medical Engineering and Science (IMES), to administer and oversee pre- and post-award sponsored activities and provide ‘cradle to grave’ contract/ grant and financial management for faculty and principal investigators (PIs).

Principal Duties and Responsibilities (Essential Functions**):

  1. Will be responsible for pre-award activities, including reviewing solicitations, proposal and budget development, and proposal submission to the Office of Sponsored Programs using the Kuali Coeus proposal module for the preparation, routing, and submission of proposals.
  2. Will be responsible for post-award management activities, including monitoring the financial performance of grants and contracts to ensure compliance with MIT and sponsor policies and consistency with the sponsor-approved budget; performing financial review and control activities, such as personnel charges, expense review and approval, account extensions, and closeout activities; preparing monthly forecast projections; handling payroll distribution and certification, cost sharing and matching requirements, and other terms and conditions of the award; and preparing annual and final reports and financial analysis for faculty and PIs.
  3. Perform financial transactions as necessary, such as approving credit card charges, reimbursements, and travel reports.
  4. Serve as a primary contact and resource for faculty, PIs, and staff on financial and research matters, including the interpretation of policies. Advise faculty and PIs and implement their subsequent decisions.
  5. Serve as trusted source and subject matter expert in compliance and audit best practices
  6. Perform other duties as assigned.

Supervision Received:

Supervision is provided by the Senior Financial Officer. Position requires ability to perform with minimal supervision.

Supervision Exercised:

No direct reports. May train, monitor, and coordinate the work of students and temporary staff.

Qualifications & Skills:

Required: Bachelor’s degree and a minimum of five years’ related experience in grant management, accounting, or related financial area; initiative; ability to work independently and solve problems with minimal supervision; work as part of team in a fast paced environment; ability to adhere to tight deadlines; interpersonal and communication skills; analysis and organizational skills; attention to detail; ability to learn changing technologies related to grants and contract management; knowledge of sponsor policies; and advanced knowledge of Excel and SAP or similar accounting package. Experience with Kuali Coeus, Grants.gov, Brio Query, and relational database skills strongly preferred. MIT experience helpful. NIH experience preferred.

Please apply to the position using job #16202 through the MIT jobs portal at http://jobs.mit.edu.

Senior Administrative Assistant – Job ID #16225

Senior Administrative Assistant, Institute for Medical Engineering and Science (IMES), to provide comprehensive and high-level administrative support for the IMES Director’s activities in multiple areas, including support for the Director, faculty development, resource development, and strategic initiatives.

Principal Duties and Responsibilities (Essential Functions**):

  1. Perform administrative duties for the Director, such as:
    1. Serve as liaison for calendar management with many constituents, including faculty, students, staff, and institute committees; academia, government, and industry officials; and offices, such as the Dean of the School of Engineering, Office of the Provost, and internal departments.
    2. Schedule, manage, and plan a variety of meetings and events on and off campus, including high profile events for business development, strategic initiative partnerships, and fundraising.  Create events from scratch including invitations, agenda, catering, audio visual, facilities, speakers, and dinner.
    3. Coordinate complex travel arrangements for domestic and international travel, as well as complex scheduling arrangements for international visitors (e.g. housing arrangements, visa requirements, and travel bookings).
    4. Compose and edit internal and external correspondence and documents, such as signature ready and advanced working drafts of recommendation letters, cover letters for grant proposals, and departmental-level community correspondence.
    5. Compile data, write content, and design PowerPoint presentations.
    6. Provide research proposal and award support.  Coordinate grant proposals and site visits and assist with the administration of awards. Process travel vouchers and requests for payment and set up new purchase orders.
    7. Schedule and coordinate monthly faculty meetings, annual faculty retreat, biennial visiting committee, and annual holiday party.  Lead the process for selecting and mass mailing department holiday cards.
  2. Coordinate faculty development activities in collaboration with the Director, Administrative Officer, and appropriate committees. Prepare faculty promotion and tenure documents and cases for Academic Council review. Contribute to faculty hiring documents and be the point person to prospective faculty candidates for their interviews and visits to MIT. Coordinate faculty nominations and awards.
  3. Provide development support for philanthropic and industrial development activities in collaboration with faculty and the Leadership Giving Officer.  Schedule and organize meetings, coordinate complex travel arrangements, attend meetings, and track activities.  Prepare briefings for visits, confidential research summaries on foundations, and handle occasional special projects, such as assist with the preparation of proposals, prospect management and strategy development, and visits.
  4. Provide administrative and programmatic support for strategic initiatives in collaboration with faculty and the Administrative Officer.  Schedule and organize meetings, coordinate complex travel arrangements, and attend meetings and track activities.  Coordinate smaller strategic initiatives, such as partnerships to distribute seed grants.  Develop and distribute the request for proposals, collect applications for review, notify applicants, and coordinate the distribution of the awards.
  5. Demonstrate a high level of customer service and professionalism in responding to student, staff, researcher, and faculty needs promptly and appropriately. Research and resolve problems, referring appropriately when necessary, but owning issues through completion.
  6. Create and update manuals/ procedures for area as required.
  7. Perform other duties as assigned.

Supervision Received:

Supervision is received from the Administrative Officer.

Supervision Exercised:

No direct reports. May train, monitor, and coordinate the work of students and temporary staff.

Qualifications & Skills:

Five years of related experience required, with experience in an academic setting. Bachelor’s Degree is preferred. Ability to maintain confidentiality. Must demonstrate tact and discretion in interacting with a diverse constituency of faculty, staff, and students; excellent organizational and problem solving skills, with a high level of accuracy and attention to detail; excellent communication and people skills; and ability to exercise good judgment and take initiative. Ability to work both individually with minimal supervision and as a team player. Work under deadline pressure and coordinate a number of projects simultaneously. Proficiency with MS Office and ability to learn new software applications. Prior MIT experience is helpful.

Please apply to the position using job #16225 through the MIT jobs portal at http://jobs.mit.edu.

HR Representative II – Job ID #16275

Position Overview:To provide complex and comprehensive human resources support to the IMES staff, faculty and students on a variety of HR functions including MIT policies and procedures, appointments and renewals, and payroll. This position reports to the HR Administrator and will assist in handling HR administrative duties including the visiting student appointment process, visa process, UROP appointments, and Outside Professional Activities reports. Coordinate various events related to staff training and development and departmental events as needed.

Principal Duties and Responsibilities (Essential Functions**):

  • Process academic and nonacademic appointments including new hires, terminations and appointment changes
  • Track and generate reports/spreadsheets in various HR subjects including expiring appointments, visas, and layoff notices
  • Receive and respond to all general HR inquiries and assist in resolution of problems and concerns and refer as appropriate
  • Assist with activities related to recruitment, including preparing job requisitions and using job posting and sourcing sites. Collect and prepare applicant disposition data on closed positions. May conduct phone screenings and reference checks.
  • Process and approve as needed, weekly support staff and student payroll (including UROPs). Maintain awareness of pay policies and procedures.
  • Create and maintain HR records and files. Ensure accuracy of records and files.
  • Be liaison with the HR-Payroll Service Center to resolve payroll issues
  • Assist with visa process, be liaison with the International Scholars Office
  • Recognize inconsistent data and follow-up to ensure completeness and accuracy
  • Handle monthly SRS and administrative vacation reporting and e-mail lists; update and maintain HR records and databases including employee files, IPIA, IMES website and MIT directory information
  • Assist with orientation and provide support in the on-boarding process; ensure any inquiries from new hires are addressed and resolved
  • Process FMLA leave requests
  • Support IMES Undergraduate Research Opportunity Program (UROP) and communicating UROP policy to PIs at MIT and HST-affiliated faculty at Boston-area hospitals
  • Assist faculty and students with the Visiting Student process, guiding them through appointment policies and procedures
  • Assist in developing and organizing various events related to staff training and development and departmental events as needed; assist with logistics such as catering, room reservations, reimbursements
  • Support in the logistics and coordination of faculty, advisory and visiting committee meetings
  • Other duties as assigned

Qualifications & Skills:

A minimum of three years of related HR or administrative experience and a high school diploma required. Excellent communication, customer service, organizational and interpersonal skills. Seek HR career oriented self-starter who can work independently as well as part of a team. Ability to maintain confidentiality; high level of attention to detail; willingness to take initiative, research answers and resolve problems proactively. Good judgment, flexibility, and ability to interact effectively with people from different backgrounds.  Proficiency in MS Office and/or SAP required.  MIT experience and a bachelor’s degree preferred.

Please apply to the position using job #16275 through the MIT jobs portal at http://jobs.mit.edu.

Administrative Assistant II (Part-time) – Job ID #16198

Position Overview: Under minimal supervision, provide comprehensive administrative support for one professor and his research group in the Institute for Medical Engineering and Science (IMES).

Principal Duties and Responsibilities (Essential Functions**):

  1. Manage complex domestic and international travel arrangements. Process travel reimbursements using Concur. Coordinate logistics for attendance at conferences for staff as well as internal and external sponsor visits including hotel, transportation and visa, if applicable.
  2. Responsible for complex calendar management, requiring regular contact with high-level officials across academia, government and industry. Schedule diverse and complex appointments and meetings.
  3. Coordinate and staff events, such as research group meetings, seminars, conference logistics, luncheons and recreational activities for the labs and class trips.  Duties include reserving space, scheduling presenters, ordering refreshments, preparing materials, advertising, room set-up, and registration check-in.  Prepare complex itineraries for multiple constituents.
  4. Gather information and submit requests for visiting and postdoctoral appointments. Draft appointment letters. Assist with orienting and training new students, staff, and visitors. (For example, provide guidance on the Institute procedures for ordering research materials.)
  5. Following budgetary guidelines, monitor and order supplies and equipment.  Select vendors.  Process journal vouchers, requisitions, and purchase orders using SAP. Process requests for payment and invoices. Use signature and purchasing authorization as appropriate.
  6. Monitor and reconcile accounting statements in compliance with financial review and control.  Investigate and follow up on purchasing/accounting discrepancies. In conjunction with Finance office, assist with the monitoring and reconciling of research and discretionary accounts in SAP.    Prepare and approve purchasing and accounting forms; approve Procurement card transactions; submit FRCs monthly.
  7. Assist faculty with the preparation of grant proposals and coordinate pre- and post-grant award management, including tracking submission deadlines for funding requests, renewals and annual reports.
  8. Update faculty member’s CV and maintain up to date list of his publications.  Compose and edit internal correspondence and documents.  Assist with layout and graphics for research manuscripts. Design PowerPoint presentations from established content.
  9. Use Web software to input, update, and maintain Web content including the lab websites and develop a template for all project pages.
  10. Assist with the preparation and organization of materials for courses such as assisting with updating and compiling course reading materials, editing Powerpoint presentations, and working with Copytech on copyright information. Maintain course website.
  11. Assist in upkeep of the space, including overseeing the maintenance of office equipment, and setting up and maintaining common areas.
  12. Respond to inquiries requiring a broad understanding of work-area policies and procedures. Provide explanations and instructions and ensure inquiries are addressed and resolved.
  13. Resolve problems in a thorough and timely manner, including basic computer problems.
  14. Create filing systems and monitor for efficiency.  Maintain records such as travel vouchers and research grants/contracts. Initiates changes and updates to manuals and procedures for own area.  Train others regarding policies and procedures.
  15. Deal with confidential issues using discretion and judgment.
  16. Proactively seek training and development opportunities to improve and update skills in order to better support faculty.
  17. Perform other administrative, financial, and clerical duties as necessary to support faculty activities, including: distribute mail, coordinate mass mailings, photocopy, and library and Internet searches.
  18. Perform other duties as assigned.

Supervision Received:

Supervision is provided by the faculty member and the Assistant Director for Administration; position requires ability to perform with minimal supervision.

Supervision Exercised:

No direct reports.  May monitor and coordinate the work of students and temporary staff.

Requirements: 

Education: High School education or equivalent. Bachelor’s Degree preferred. Experience: A minimum of three years secretarial, office, or related experience.

Strong oral and written communication, interpersonal and organizational skills and the ability to work effectively with people at all levels. Strong customer service and attention to detail.  Ability to maintain confidentiality, learn new skills and balance priorities across simultaneous projects.  Proficiency with MS Office and ability to learn new software applications. Adobe, Endnote, Stellar, SAP, and web design software experience preferred.  Proactive, self-motivated, and resourceful individual who is able to work independently as well as on a team. Prior MIT experience helpful.

Please apply to the position using job #16198 through the MIT jobs portal at http://jobs.mit.edu

Senior Research Support Associate, Chung Lab – Job ID #15886

POSITION DESCRIPTION: Institute for Medical Engineering and Science and Picower Institute for Learning and Memory, To assist with general operational and research-related tasks within an experimental neuroscience / engineering laboratory working with stem cells, clinical samples, and microfluidics. General operational tasks include maintaining inventory, maintaining stem cell cultures, material fabrication, tissue processing, 3D imaging, and other laboratory or experimental tasks as needed.  The opportunity to contribute to or lead projects is available as competency in various skills is demonstrated. Will work under the supervision of the postdocs and principal investigator.

REQUIREMENTS: A B.S. in bioengineering, biology, neuroscience or a related field preferred. At least 1 year experience working in a laboratory setting is desirable.  Ability to work independently and as part of a team is critical. Strong communication skills and attention to detail are required. Ability to troubleshoot experimental obstacles and exhibit good moral judgment. Cell culture experience and computer skills in Microsoft Office or other computer programming software are highly desirable.

Please apply to the position using job #15886 through the MIT jobs portal at http://jobs.mit.edu.