- Senior Research Support Associate, Chung Lab
- Financial Officer
- Headquarters Administrative Assistant 2
Senior Research Support Associate – Job ID #16864
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 mouse tissue and clinical samples. General operational tasks include maintaining inventory, making buffers, 3D microscope imaging, tissue processing, 3D image analysis, and other laboratory and 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.
A B.S. in bioengineering, biology, neuroscience, biological engineering 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. Experience in tissue processing, imaging and/or image analysis are highly desirable.
Please apply to the position using job #16864 through the MIT jobs portal at http://jobs.mit.edu.
Financial Officer – Job ID #17824
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:
- 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.
- 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.
- Perform financial transactions as necessary, such as approving credit card charges, reimbursements, and travel reports.
- 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.
- Serve as trusted source and subject matter expert in compliance and audit best practices
- Perform other duties as assigned.
Qualifications & Skills:
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.
Please apply to the position using job #17824 through the MIT jobs portal at http://jobs.mit.edu.
Headquarters Administrative Assistant 2 – Job ID#17970
Under minimal supervision, provide comprehensive and diverse administrative support to the Institute for Medical Engineering and Science (IMES) headquarters leadership team, reporting to the Assistant Director.
Principal Duties and Responsibilities (Essential Functions**):
- Be an active member of the administrative support team for the IMES Director, including working closely with the Senior Administrative Assistant and participating in lab meetings and events.
- 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.)
- 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.
- 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.
- 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. Process travel vouchers and requests for payment and set up new purchase orders.
- 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.
- Schedule appointments and meetings. Coordinate and staff events, including but not limited to internal and external seminar series; philanthropic, industry partner, and cross organizational MIT meetings and events such as conferences, symposia, and workshops; events for IMES’s centers; and IMES’s holiday party, staff meetings, and staff retreat. Duties include reserving space, scheduling presenters, ordering refreshments, preparing materials, registering attendees, staffing the day of the event, and advertising. Prepare complex itineraries for multiple constituents.
- Handle 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.
- Draft gift acknowledgements letters and perform mass mailings.
- Provide administrative support for developing and coordinating philanthropic and industrial initiatives and partnerships.
- Assist with smaller initiatives, such as seed grants. Duties include but are not limited to drafting and distributing the request for proposals, collecting applications for review, and scheduling selection committee meetings.
- Respond to inquiries requiring a broad understanding of work-area policies and procedures. Provide explanations and instructions and ensure inquiries are addressed and resolved.
- Resolve problems in a thorough and timely manner, including basic computer problems.
- May serve as back-up to the faculty administrative assistants.
- Create filing systems and monitor for efficiency. Maintain records, such as financial and process documentation. Initiate changes and updates to manuals and procedures for own area.
- Work on special projects as needed.
- Deal with confidential issues using discretion and judgment.
- Assist in upkeep of the space, including overseeing the maintenance of office equipment, and setting up and maintaining common areas.
- Perform other administrative, financial, and clerical duties as necessary to support headquarter activities, including: distribute mail, coordinate mass mailings, photocopy, and library and internet searches.
- Perform other duties as assigned.
Education: High school diploma required. Bachelor’s degree and experience in a university or nonprofit setting preferred.
Experience: A minimum of three years of administrative, office, or related experience required. Strong oral and written communication skills, interpersonal and organizational skills, ability to balance priorities across simultaneous projects, and ability to work effectively with people at all levels. Strong customer service and attention to detail. Proactive, self-motivated, and resourceful individual who is able to work independently as well as on a team and seek training and development opportunities to improve and update skills. Resolve problems in a thorough and timely manner, including basic computer problems. Deal with confidential issues using discretion and judgment. Proficiency with MS Office and ability to learn new software applications. Adobe, Endnote, Stellar, SAP, and web design software experience preferred. Prior MIT experience helpful.