Position Overview
To perform a variety of administrative tasks for MIT.nano, a large shared services facility with over 300 tools and instruments serving over 1,500 users from MIT, other academic institutions, and industry.
Responsibilities include acting as the primary point of contact and customer success representative assisting prospective users with basic facility navigation inquiries, ensuring efficient, effective, and timely responses; supporting existing users with administrative inquiries, registration, and onboarding activities; assisting with conference and event planning and coordinating; providing complex administrative office support; coordinating conference rooms bookings; maintaining/updating portions of facility website content.
Principal Duties and Responsibilities
- Develops and maintains a deep understanding of MIT.nano facility policies and procedures, as well as basic tool categories and capabilities.
- Serves as the first point of contact for users, resolving all user administrative issues in a timely manner and addressing all general and specific inquiries about MIT.nano facility functions, the registration and onboarding process.
- Manages the administrative portion of user support, ensuring processes are efficient, accurate, and streamlined.
- MIT.nano website content editing in coordination with communication and user services leads.
- Leverages user feedback for continuous facility improvement.
- Assists with planning and coordinating several large- and small-scale events and meetings each year, (including in-person and virtual) e.g., logistics, advertising, booking rooms, arranging catering, arranging AV, travel arrangements for guests and speakers, etc.
- Provides on-site support during events, including registration, guest assistance, set up and break down, and troubleshooting issues.
- Oversees the conference rooms scheduling system and ensures conference rooms are maintained and in working order.
- Provides on-site administrative support ensuring supplies are stocked and available.
- Collaborates with team members to ensure efficient operations and supports the overall goals of MIT.nano
- Performs other duties as needed or required.
Qualifications
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:
High school diploma or equivalent; at least three years of administrative, office operations, or related experience required; ability to quickly learn new technologies and communicate those concepts to users; experience with web technologies and information databases; computer proficiency using Microsoft Office (Word, Excel, PowerPoint, FileMaker, and Outlook), Dropbox, Adobe Creative Suite; excellent interpersonal skills and problem-solving skills; ability to deliver the highest level of support and customer service; self-motivated with a proactive approach to responsibilities while working under minimal supervision; meticulous attention to detail; excellent written and verbal communication and presentation skills, ability to pack, transport, and set up event materials
PREFERRED EDUCATION AND EXPERIENCE:
Bachelor’s degree; MIT experience; experience with complex database systems, and prior event planning experience.
Employment is contingent upon the completion of a satisfactory background check.