Faculty Assistant - The Planet Group

Pay: 30-37/hr 
 

Faculty Assistant
3-month contract
Location: Cambridge, MA


Must Haves: 

• Minimum of 3 years executive or office administrative experience
• Proficiency in MS Office applications and various file formats.
• Brings a professional & committed demeanor/attitude to the office;
• Strong phone and writing skills – especially in email communication; “Can do” attitude in high pressure/changing environment

Preferred: 

• Higher education experience 
• Bachelor’s degree preferred
• 5 plus years of experience preferred 

Job Description:
Performs complex secretarial and administrative duties for University Professor and other faculty members during leaves. Responsible for set-up and management of all administrative and office systems. Takes dictation of correspondence using either shorthand or laptop. Composes, types, and edits correspondence and reports. Compiles and edits complex proposals. Assists in preparation and editing of manuscripts for publication. Responsible for submitting reimbursements to departmental financial team. Types and assists in preparation of lecture and course materials. Handles complex travel arrangements and schedule. Retrieves articles from Library system and downloads materials from the internet. Responsible to maintain faculty and course home pages.

Job Specific Responsibilities:

Communications

• Responsible for management and quality control of high-level email account for faculty. Composes and edits emails, letters, memos, reports and meeting agendas. Ensures briefing material is available in well-managed online environments and is comprehensive. Prepares copy for publication or submission of grant proposals and/or reports. Answers phone and email inquiries. May prepare and coordinate job market reports and letters of recommendations. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. May be required to provide transcription services.

Calendar Management

• Develops and maintains administrative support system for complex faculty calendaring and travel planning for faculty. Proactively manages calendars with attention to logistics and anticipate the needs of faculty member. Determines priority status of meeting requests; triages requests; refers and schedules as appropriate.

Course and Research Support

• Serves as administrative contact for faculty members' research activities. Creates lecture materials, prepares course materials, builds PowerPoint presentations. Maintains faculty members' websites and course sites; builds special websites for specific events or research. May assist with administrative tasks related to workshops and seminars the faculty member is leading.

Travel and Reimbursement

• Arranges for meetings, appointments, and travel arrangements, adhering to University guidelines and grant policy. Prepares and submits all reimbursement reports. Maintains financial reports of expenditures.