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

Administrative Assistant II

Position Overview:

This key position provides sponsored program administrative coordination and financial support within the Lemelson­MIT Program (LMIT), a nationwide initiative that celebrates outstanding inventors and inspires young people to pursue creative lives and careers through invention.  Administrative responsibilities include:  coordinating logistics for large and small events, including LMIT’s signature, week-long event in June, EurekaFest; acting as the LMIT liaison across MIT administrative departments; and providing general administrative support for the Program, with front desk and phone support, making travel arrangements, ordering supplies, and managing office equipment.  Financial responsibilities include:  Processing accounts payable, requisitions, and journal vouchers, and verifying staff credit card purchases; generating financial reports on a regular basis; and researching finance discrepancies and making corrections.

Principal Duties and Responsibilities (Essential Functions**):

Administrative (55% effort)

  • Coordinates logistics for events, including LMIT’s signature event, EurekaFest, which includes a week of complex, cross-program activities involving over 300 participants.
  • Acts as LMIT liaison across MIT departments, including IST, EHS and MIT Facilities.  Maintains hardware/software inventory records and coordinates upgrades as needed.
  • Responds to inquiries, and assists in the resolution of problems, referring to colleagues as appropriate.
  • Provides front desk support. 

  • Answers phones, processes ingoing and outgoing mail and faxes, photocopies documents, maintains files and equipment, and orders supplies.

  • Helps prepare mailings and shipping.
  • May provide some program support, including scheduling meetings and making room reservations and food orders.

  • May assist with arranging complex domestic and international travel, including reservations, and the assembly of travel itineraries and folders.
  • Other duties as required.

Financial (45% effort)

  • Processes accounts payable including approving invoices/RFP's and travel expense reports, interacting with vendors to answer questions and resolve issues.
  • Processes procurement requisitions, journal vouchers, and verifies credit card purchases.
  • Processes P-card transactions for Lemelson­MIT InvenTeam high school team grants, and provides back-up on processing staff transactions as needed.
  • Maintains records, files and/or reports on a regular basis, generates reports on a weekly or monthly basis and performs account maintenance as needed.
  • Processes invoices and monitors expenses for compliance with sponsor guidelines and in accordance with approved budgets.
  • Researches discrepancies and uses discretion to solve problems. 
  • Researches and gathers financial information for projects assigned by the Finance and Administration Manager. 

  • Updates manuals and procedures for financial operations; Stays abreast of MIT’s record retention requirements and maintains records accordingly.
  • Other duties as required.

Supervision Received:

This position will be supervised by the Manager of Finance and Administration. Detailed instructions and procedures will be provided; but this position is 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 3 years of related administrative and financial experience.  MIT experience strongly preferred
  • High School education required, Associates degree preferred

  • Strong communication, organizational and time­management 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.  
  • Demonstrated ability to maintain confidential information 

  • Strong computer skills, and proficiency in Microsoft Office suite, especially Excel, required.  Experience with databases desired (SAP preferred) 

  • Ability to work independently and as part of a team 

  • Strong interpersonal and customer service skills, including the ability to interact with diverse sets of individuals ranging from corporate executives to high school students 

  • Ability to occasionally work nights and weekends to support LMIT events, especially our signature event, EurekaFest, in June
  • Ability to lift/move boxes of up to 15 lbs in weight preferred 


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.

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 Executive Director
2. Lemelson-MIT Marketing and Communications
3. The Lemelson-MIT Student Prize

The Administrative Assistant II will provide administrative support for the Executive Director,  including drafting correspondence to key constituencies and potential funders or other partners, assisting with scheduling, coordinating meeting logistics and conference calls, tracking data relating to programmatic activity and key contacts, and assisting with the preparation of presentation materials and meeting handouts.  S/he will also conduct routine research, gather and compile data, and assist with creating materials that support outreach to key constituents. At times, s/he may need to attend meetings and/or conference calls and provide notes on proceedings and follow-up.  S/he will assist with the development of grants applications, including tracking opportunities and key deadlines, developing fiscal estimates for grant budgets, and gathering application data and documents from partners.  The Program Assistant will also support LMIT’s marketing and communications efforts by helping to manage collected data and mailing lists. S/he will also conduct web research on potential Student 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. 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**):

Administrative Support for Executive Director (45%)

  • Provide administrative assistance to the Executive Director including drafting correspondence to key constituencies and potential funders or other partners, scheduling, calendar maintenance, coordinating logistics relating to meetings, conference calls, and travel, photocopying and printing, and the drafting of correspondence and communications.
  • Track and enter data into Salesforce, including new contacts and information about key interactions with funders and program partners; and run reports as needed.
  • Conduct research on funding opportunities and track opportunity information, including deadlines and required information; gather information and documents required for proposal submission, and assist with compiling proposals.
  • Assist with the development of grant applications, including background research pertaining to the proposal, development of fiscal estimates for initial grant budgets, and the gathering of application data and documents from partners. 
  • Assist with developing and maintaining records needed for evaluation research.
  • Assist with data gathering, data aggregation, and analysis of information
  • Maintain publication and citation records in an online system to support literature and the writing of proposals and publications
  • Assist with meetings with a range of stakeholders and events, including making detailed arrangements, gathering and synthesizing data, creating Power Point presentations and other documents.
  • Attend meetings and/or on conference calls, and provide written summaries of the conversations and required follow-up (if any). 

Prize Programs (25% effort)

  • As directed by the Award Administrator, conducts on-line research on potential Student Prize applicants, and compiles results.
  • 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.

Communications and Data (25% effort)

  • Assists Communications Manager and Coordinator in managing mailing lists.
  • Inputs contact and program information into Salesforce, and creates reports and dashboards for individuals and LMIT programs.
  • Provides Salesforce training and guidance to LMIT staff on an ongoing basis.
  • Creates monthly and ad hoc reviews of Lemelson-MIT web download activity.

Administrative (5% 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 Executive Director of the Lemelson-MIT Program but work will also be overseen by the Communications Manager and Awards Administrator. 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.

Program Assistant 1

Position Overview:

The Program Assistant for the Lemelson-MIT Program (LMIT) will provide general administrative support for Invention Education staff, including assisting with scheduling, coordinating meeting logistics and conference calls, tracking data related to programmatic activity and key contacts, and assisting with the preparation of presentation materials and meeting handouts. Will also conduct routine research, gather and compile data, and assist with creating materials that support outreach; conduct web research on key stakeholders in the local communities where LMIT operates Invention Education programs; assist with annual outreach campaign and create a monthly analysis of LMIT web traffic and community outreach success stories; manage digital content files; support LMIT involvement in Invention Education-related meetings/conferences and provide logistical support for InvenTeams and JV InvenTeams revolving around program annual grant cycles; provide general office administration back-up support as needed; and assist with the Lemelson-MIT’s signature annual event, EurekaFest. May attend meetings and/or conference calls and provide notes on proceedings and follow-up.

Qualifications & Skills:

  • High school diploma or its equivalent
  • At least two years’ program, administrative, office, or related experience
  • Strong organizational, time-management, customer service, interpersonal, and written and oral communication skills
  • Full working knowledge of general office practices and procedures
  • Meticulous attention to detail
  • Good judgment with confidential information
  • Flexibility
  • Strong computer skills and proficiency with Microsoft Office (especially Excel and Outlook),Google Docs, Dropbox, and web searches
  • Ability to prioritize and handle multiple tasks simultaneously under the pressure of deadlines, interact effectively with a diverse group of people, and work both independently and as part of a team
  • Web maintenance and Salesforce CRM experience a plus.

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.