Administrative staff have professional or administrative responsibilities in the central and departmental administration. They assure the provision of services essential to the support of the educational and research objectives of the Institute, whether within academic departments or in such central functions as financial and personnel administration, the library system, medical, student services, data processing, public affairs, resource development, and operations.
Typically, each staff member has a title descriptive of his or her function or administrative responsibility. Administrative staff appointments are encompassed within the Institute's staff salary administration program in which each position has been assigned an associated salary range based on an evaluation of level of education and experience required in the position and the difficulty, responsibility, and impact on Institute affairs inherent in the position.
With the exception of the library staff, requests to fill administrative staff positions are submitted by the department through the appointment process and forwarded directly to Human Resources or through the appropriate vice president or dean for approval of an unbudgeted position. Library staff appointments are initiated through the appointment process by the Director of Libraries and forwarded to the Provost for approval and transmission to Human Resources. Prior to the initiation of an administrative staff appointment for an individual, the affirmative action serious search requirement must have been met (see Section 7.1.3).
A full-time administrative staff appointment implies a primary commitment to the responsibilities of the position and to the goals of the Institute. The compensation provided to individuals who hold full-time appointments assumes that commitment. Accordingly, salaries of these staff members cannot be augmented from funds administered by MIT, except as provided for in the normal pattern of promotion and salary review. Payment for services to other departments or activities within the Institute is not permitted. Exceptions are occasionally made (with prior approval of the Vice President for Human Resources, acting on behalf of the President) when it is advantageous to the Institute to utilize a staff member's secondary skill part time (for example, as an athletic coach), when such arrangements can be made without detriment to the staff member's primary commitment, and when the secondary position is clearly not within the scope of the individual's regular duties and responsibilities. Any requests for clarification and/or exceptions to this policy should be made to the Director of Human Resources.
Administrative staff with a minimum appointment of three months who are paid by MIT and who are appointed for at least 50 percent of the normal, full-time schedule of their department are eligible for participation in the MIT Retirement Plan and other staff benefits, except those benefits that are unique to the Faculty (see Section 7.4 Benefits for Faculty and Staff Members).
Administrative staff appointments that are at least 50-percent are covered by the benefits program and include 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. They also include a Fifth Week Vacation Credit in recognition of long-term service to the Institute. Employees with 10 or more years of full-time service will be credited with an extra five days of vacation beginning on each anniversary of 10, 15, 20, 25, 30 etc. years of service. They do not normally include consulting privileges as defined for members of the Faculty. Specific instances of consulting service, however, may be undertaken with the department head's prior written approval if the department head is satisfied that each such activity will contribute significantly to the professional growth and development of the individual and to the individual's professional service to MIT or to MIT's service to society at large, and that the individual's normal responsibility and contribution to MIT will not thereby be diminished. Moreover, outside professional activity over and above the individual's regular full-time commitment to the Institute is not precluded. Persons holding such appointments will be asked annually by their department heads to report on their outside professional activities and business interests and relationships, identifying any that have the potential appearance of conflict with the Institute's interests. (See Sections 4.4 Conflict of Interest and 4.5 Outside Professional Activities.) The Committee on Outside Professional Activities is available for consultation with staff members and administrative department heads in doubtful situations or those of unusual complexity.
These staff appointments are normally for no specified term. They may be terminated for cause at any time, including misconduct or unsatisfactory performance. They may also be terminated for lack of work or funds or for other operational reasons, with notice as provided in Section 7.6 Layoff for Lack of Work or Funds.
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