Job Openings

Below are the full descriptions of the two job openings we current have.

1. Administrative Assistant II
2. Senior Program Manager

To apply, find these jobs at https://hr.mit.edu/careers

Administrative Assistant II Grade: 5; non-exempt Position Title: Administrative Assistant

• Reports to: Gene Keselman, Executive Director
• % Effort or Wkly Hrs: 35 hrs/week
• Department: Office of Innovation, MIx
• Prepared by: Gene Keselman
• Date: 10/23/2023

Position Overview: Under minimal supervision, perform complex and diverse duties in support of Mission Innovation X (MIx) and Protoventures. Provide administrative support for multiple programs and projects.

Principal Duties and Responsibilities (Essential Functions**): Provide complex administrative support. · Serve as a primary source of information to Executive Director, his staff and students, requiring broad knowledge of policies and resources. Manage incoming calls, visitors, and e-mail inquiries, which includes, in general, responding to standard and complex inquiries and use judgment and knowledge to determine when to arrange consultations with supervisor. · Monitor and reconcile accounts, process reimbursements and Procard verifications for staff and students. Report to the principal investigators and Financial Officer on financial matters. · With limited direction, prepare correspondence to respond to internal inquiries from clients and Institute representatives, and external inquiries from outside individuals, institutions, and agencies, for own or supervisor’s signature. Compose, edit, and proofread key office and promotional materials. · Prepare Concur travel expense reports. · Assist in creating a welcoming and well-organized office environment, maintain filing system for easy materials retrieval, and distribute mail. · Will handle confidential staff and graduate student information for the Executive Director and in coordination with the OI Administrative Officer. · Coordinate registration forms, invitations, facility orders, catering and AV requests for events. · Independently handle office administrative duties including purchasing lab and office supplies. · Perform other administrative, financial, and clerical duties as necessary to support the Executive Director’s activities and the MIx team. Perform other related duties as required.

Supervision Received:

Supervision is provided by the Executive Director of MIx; the position requires ability to perform with minimal supervision.

Supervision Exercised:

No direct reports.

Qualifications & Skills: High School education or equivalent; A minimum of three years secretarial, office, or related experience; Strong interpersonal skills and ease with both telephone and in-person contacts; Team-oriented, proactive self-starter with excellent organizational, communication and time management skills; The ability to work with minimal supervision and leverage resources to streamline administrative processes; must be able to prioritize competing demands and follow through on tasks despite interruptions; Discretion and excellent judgment especially in matters of confidentiality a must; Must have extensive proficiency with standard administrative software suites (Microsoft, Google Drive, Dropbox etc.)

PREFERRED:

Bachelor’s degree preferred; A thorough understanding of MIT administrative processes is strongly preferred.

Employment is contingent upon the completion of a satisfactory background check.

** 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.

 

Mgmt 3, Program & Project Admin/Mgmt 3, Program & Project Admin, SRS Position Title: Senior Program Manager, MIx

• Reports to: Gene Keselman, Executive Director
• % Effort or Wkly Hrs: 100%/40 hours/week
• Department: Office of Innovation Prepared by: Gene Keselman, Executive Director
• Date: 10/04/2023

Position Overview:

The Senior Program Manager, MIx position combines program management and leadership experience with technical, research and analytical capabilities. A strategic position, this job is focused on program management and business development with a specific focus on the global security ecosystem, defense acquisitions system and federal small business innovation research opportunities, while supporting the Executive Director in creating and implementing the MIx mission innovation strategy. Should be able to communicate and present clearly and interface with potential MIx partners such as NATO, SOCOM, etc., and assist the ED in growing government and NGO partnerships as well as philanthropic efforts.

Principal Duties and Responsibilities (Essential Functions**):

• Support work on the Dual-use Ventures Incubator, funded by grants received from Defense Department organizations, that includes grant administration, curriculum development, event planning, coordinating guest speakers and general class operations. Present the incubator program at meetings and conferences. Develop new leads for funding and create a pipeline of startups that will participate in the program. Coordinate with stakeholders to determine future phases of the work.
• Work on multiple phases of the NATO DIANA accelerator support consortium (some in a lead capacity). Work with consortium members to coordinate on all phases. Represent MIT to NATO and support the creation, planning, execution, administration, and data collection of the program. Work directly with a large team to engage startups, accelerator nodes, test sites and NATO stakeholders to collect performance data and analyze relative successes across the program.
• Support the SOCOM Innovation class by working with the teaching faculty, TAs and other staff to help ensure successful execution of the semester long-class. To include administrative, organizational and event management tasks.
• Support the Mission Meetup program. Once per quarter work with the Executive Director and staff to put on a speaker and networking series for the defense tech, dual-use and national security innovation ecosystem around New England.
• Work with Executive Director and his team to develop an industry engagement and funding model that showcases the benefits of collaborating with MIx. Establish strong relationships with organizations for the purpose of recruiting them to the center, and act as the point of contact to organizations for workforce and education-focused programming.

Preferred Technical Background:

• Experience with government and defense ecosystems
• Understanding of acquisitions and procurement systems
• Background in research and development
• Curriculum and instructional design helpful
• Analytical and financial systems helpful

Operations and Management:

• Manages MIx programs from conception through to completion, or until fully operational.
• Oversees the allocation of technical and personnel resources. Contributes to discussions about financial resource allocation.
• Provides research and data expertise and guidance on MIx programs goals and objectives.
• Manages relationships with key internal and external stakeholders for the program(s)/project(s).
• ·Supports the development of strategic plans for the MIx under guidance of Executive Director.
• Evaluates effectiveness of operational processes and develops recommendations for improvements. Ensures oversight and implementation of changes.
• Supports relationships with key external stakeholders and/or vendors.
• Supports efforts such as fundraising, business planning, workforce planning, and programming.

Reporting:.

• Presents reports to senior leadership analyzing key metrics and trends and outlining recommended actions.
• Determines and/or prepares required MIx program documentation and reporting. May review and edit reporting developed by others.

Other duties as needed or required.

Supervision Received: Executive Director

General supervision received.

Supervision Exercised: None

Qualifications & Skills:

REQUIRED:

Bachelor’s degree required; Minimum of 5 years of administration operations experience and/or project/program management; Relevant experience in designing research, gathering and analyzing data and creating informative reports, required; Knowledge in defense acquisitions practices, particularly in working with small business required; Proficiency with technical proposal and report writing required; Exchanges and conveys information across MIT and sponsor stakeholders; Leverages relationships to gain support of new ideas, proposals and concepts; Drives consensus on complex matters involving diverse stakeholders where there may be varying points of view.

PREFERRED:

Advanced degree such as an MBA or MPA preferred.

Employment is contingent upon the completion of a satisfactory background check

** 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.