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About SLP > Jobs > Professional Jobs
Administrative Assistant II:
FSILGs, Event Registration, and Incident Response

Overview
Under minimal supervision, performs complex and diverse duties in support of Student Life Programs functions and, more specifically, the Fraternity, Sorority, and ILG office. Provides administrative support for multiple programs and projects. Anticipates and initiates actions regarding office operations which require knowledge of the Institute and other departments. Provides coordination to the student event registration and review process.

Job Responsibilities and Requirements
Customer Interface and Support of W20-549 Reception – 25%

  • When Administrative Assistant for Student Activities & SLP Office Management (AA SAO) is unavailable, assumes responsibility for the coordination of the W20-549 front office and supervision of student staff. During peaks of office traffic will work with AA SAO and student staff to ensure SLP is providing effective customer service. Participates in the training of student staff as it relates to FSILG and event registration information.
  • Responds to inquiries requiring an in-depth understanding of FSILG and SLP office and, as it relates to event registration, MIT policies and procedures. Takes ownership of Fraternity, Sorority, and ILG inquiries received and/or supports the training of student staff to ensure effective response. For FSILG inquiries and all event registration and general event support inquiries, provides explanations and instructions to students and alumni/ae. Ensures inquiries are addressed and resolved.
  • Resolves more complex problems in a thorough and timely manner; uses discretion and knows who to go to in order to resolve issues and complete tasks. Requires analysis and interpretation of a variety of situations and determination of appropriate course of an action. Resolution requires developing approaches based on understanding of precedents and past practices. In particular acts within the realms of event registration, FSILG system issues, and general incident response required of the Student Life Programs office.

Event Registration and Incident Response Support – 35%

  • Primary event registrant within Student Life Programs. Reviews various aspects of student organized campus events, ensuring that Institute and local licensing authority standards are met. Advises students on planning effective events and on Institute and city policies. Coordinates with FSILG and SAO coordinators and Residential Life Associates to ensure coverage for event registration requests.
  • Coordinates with Police@MIT, various space scheduling offices, and various event support services at MIT in order to effectively coordinate the student event registration process. Attends event review committee meetings. Follows-up with students and groups who have not yet registered their events. Provides basic event advising and support.
  • Track response to campus incidents and police reports conducted by SLP staff. May coordinate and/or support said responses. Will deal with confidential issues and judgment.
  • Maintains event registration and police report/incident response files.

Administrative and Programmatic Support of FSILG Office Staff and Programs with a focus on Facility and House Management Coordination Support – 40%

  • Under general supervision, provides secretarial and administrative assistant support for FSILG staff, primarily the Assistant Dean. Responsible for typing, editing, and proofing documents and other correspondence. Assists Assistant Dean in calendar maintenance and duplicating and distributing materials.
  • Provides administrative support to office efforts to provide comprehensive FSILG facility support services and resources, under the direction of the coordinator and the Assistant Dean. Provides referrals and resources to students. Maintains records and manages correspondence.
  • Advises students on Institute and city policies related to FSILG facility management.
  • Maintains a comprehensive database and filing system of Fraternity, Sorority, and ILG system information. Identifies need for new databases and/or when new databases will create efficiencies. Is able to create new databases.
  • Coordinates logistics associated with Resident Advisor training and Association of Independent Living Group quarterly meetings. This includes preparation of invitations, menu, nametags, presentation needs. Provides administrative support to the coordination of the Resident Advisor Program, including the annual selection and placement process.
  • Maintains budget accounting records for the FSILG Office. Serves as a liaison between the Division of Student Life Financial Services Team and the FSILG Office, ensuring that the Financial Services Team is delivering effective and efficient financial support to the Offices.
  • Performs other related duties as required, including work performed at lower levels, when necessary.
  • Initiates changes and updates to manuals and procedures related to events and event registration and to Fraternity, Sorority, and ILG facility and organization management.

Supervision Received
Receives minimal supervision from Assistant Dean for Fraternities, Sororities, and ILGs.

Supervision Exercised
May train and coordinate work of student employees.

Qualifications/Technical Skills
Associate/Bachelors degree or a combination of equivalent education, and at least five years of secretarial, office, or related experience required. Requires general understanding of own work and how it impacts operations outside own work unit. Ability to recognize needs of unit and how it impacts other areas at MIT and understand own role relative to all areas. Advanced computer software skills required. Easily negotiates Internet; performs searches. Excellent interpersonal and communication skills in order to represent the work area and the larger MIT community.

Descriptors

Collaboration:
Collaborates with team; shares relevant information with those who may be affected by decisions. Participates in formal or informal group problem solving for immediate issues. Identifies and resolves issues in own work group. Assists with issues that impact other areas.

Communication Effectiveness:
Communicates and interprets policies and may develop procedures. Conveys complex information to others and takes steps to ensure understanding. Shares information in a clear and concise manner. Tailors communication to different audiences.

Decision Making:
Decision making guided by general instructions and practices requiring interpretation. Automatically makes decisions on routine issues. Makes recommendations to solve more complex problems.

Influencing and Leading:
Serves as a training resource to student staff and student group leaders, providing an example with regard to quality of work. Provides guidance in non-routine tasks. Ensures that others comply with established standards. Takes advantage of professional development opportunities at MIT.

Critical Thinking and Problem Solving:
Through information gathering and analysis, identifies problems and develops solutions to complex problems. Prioritizes work, taking into account own work area and needs of larger work area.

Responsibility & Accountability:
Work may affect multiple units. Follows departmental procedures and recommends changes to work-area processes. Work is reviewed at key stages. Accountable for the end product of own work as well as work of others; however, is not responsible for performance of others. Exercises confidentiality of classified information based on security procedures.