Join a team that is passionate about celebrating inventors and encouraging youth to invent. 

Program Assistant II

Position Overview:
This position provides program support within the Lemelson-MIT Program (LMIT), a nationwide initiative that celebrates outstanding inventors and inspires young people to pursue creative lives and careers through invention.  The program assistant will support three key areas of the overall Lemelson-MIT Program:

1. Lemelson-MIT Student Prize and Lemelson-MIT Prize
2. Data Coordination
3. Invention Education Community Engagement

Key responsibilities include:  
Conducting web research on potential prize applicants, assisting with outreach for the annual Student Prize program, and assisting with the coordination of the screening and judging process for both awards programs, including scheduling meetings and coordinating logistics; conducting web research on key stakeholders in the local communities where we operate Invention Education programs, assisting with our annual outreach campaign, and creating a monthly analysis of LMIT web traffic and community outreach success stories; and managing collected data and mailing lists, including some Salesforce administration.  This position will also provide back-up support on general office administration as needed, and will assist in coordinating logistics for Lemelson-MIT’s signature, annual event, EurekaFest. 

The successful candidate must be very organized and detail-oriented; have experience and/or comfort with managing data; a full working knowledge of general office practices and procedures; be resourceful, curious, and solutions-oriented; be an effective and concise written and verbal communicator; possess strong interpersonal and customer service skills; be able to prioritize and work well under the pressure of deadlines;  and have the ability to work independently and as part of a team.  This position requires the ability to work some nights and weekends during LMIT events.

Principal Duties and Responsibilities (Essential Functions**):
Prize Programs (40% effort)

  • Conducts on-line research on potential Student Prize applicants and potential Lemelson-MIT Prize candidates, and compiles and presents results to colleagues on a regular basis.
  • Assists in planning and executing meetings, including copying, collating and assembling materials; scheduling; making room reservations and food orders.
  • Assists with coordinating data in prize application on-line system and assisting system users with issues that may arise.

Data Coordination (35% effort)

  • Provides first-line administration of the Salesforce database, including basic structural improvements and new functionality.  Works with Salesforce contractor on more complex projects.
  • In Salesforce, creates reports and dashboards for individuals and LMIT programs.
  • Coordinates with data contractor to execute Salesforce integrations and data uploads as needed.
  • Provides Salesforce training and guidance to LMIT staff on an ongoing basis.
  • Creates monthly and ad hoc reviews of Lemelson-MIT web download activity.

Invention Education Community Engagement (15% effort)

  • Conducts routine on-line research on key stakeholders such as elected officials and prominent businesses in the local communities in which we operate Invention Education activities.
  • Compiles and presents research results internally, and maintains detailed and accurate tracking records.
  • Assists with outreach efforts to stakeholders via mailings and phone calls.
  • Creates monthly report on InvenTeam and other invention education community activities and media hits, including responses to community engagement efforts and statistics on web data and InvenTeam social media.

Administrative (10% effort)

  • Provides back-up front desk and general office support as needed. 

  • Assists with coordinating logistics for events, including LMIT’s signature event, EurekaFest, which includes a week of complex, cross-program activities involving over 300 participants.

Supervision Received:
This position will be supervised by the Director of Operations and Prize Programs, but work will also be overseen by the Award Administrator and Communications Manager. Detailed instructions and procedures will be provided; this position may receive some close supervision, but is also expected to work independently within the scope of the defined responsibilities.

Supervision Exercised:
May train and coordinate work of student employees and/or temporary staff.
Qualifications & Skills:

  • Minimum of 2 years of related program or administrative experience 

  • High school education required, Associates degree preferred

  •  Strong communication, organizational and time-management skills, including demonstrated ability to be flexible and handle multiple tasks simultaneously 

  • Requires full working knowledge of general office practices and procedures
  • Strong attention to detail; ability to prioritize and work well under the pressure of deadlines; and ability to use good judgment  
  • Ability to maintain confidential information 

  • Strong computer software skills, with proficiency in Microsoft Office suite (especially Excel), Google Docs, Dropbox, and web searches. 
  • Interest in data analytics; experience managing data, in Excel at a minimum; Salesforce and web analytics experience is a plus, but not required.
  • Ability to work independently and as part of a team
  • Strong interpersonal and customer service skills
  • Ability to work nights during LMIT’s annual event, as well as other events that occur throughout the year.

Interested candidates, please submit your resume through MIT Human Resources (click here).

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.