Finance and Administration CoordinatorApply for this job
Location: Cambridge, MA
Solve is an initiative of the Massachusetts Institute of Technology (MIT) with a mission to solve world challenges. Solve is a marketplace for social impact innovation. Through open innovation Challenges, Solve finds incredible tech-based social entrepreneurs all around the world. Solve then brings together MIT’s innovation ecosystem and a community of Members to fund and support these entrepreneurs to help them drive lasting, transformational impact. Join Solve on this journey at solve.mit.edu.
The Finance & Administrative Coordinator is responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. This position will also assist the Finance and HR Department with accounts receivable functions. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be well organized, flexible, and enjoy the administrative challenges of a growing organization.
Reports to: Director of Finance & Administration
- Update and oversee adherence to office policies and procedures.
- Provide scheduling & calendar management support to the Executive Director, Solve, including scheduling and organizing meetings with staff, senior leadership, and external contacts;
- HR administration: assist with new employee pre-start date tasks and onboarding; training of new staff members on RFP & Travel reimbursements, periodic review and update of materials for personnel.
- General office maintenance: planning logistics, collaborating with IT on maintaining Solve’s computer supply inventory, liaising with building management, managing office supply orders, maintaining document filing system (gsuite), and performing upkeep and scheduling regular servicing of office equipment.
- Support the maintenance and retention of financial records for compliance, recordkeeping, and archiving.
- Assist with grant tracking reports and coordinate necessary documentation for submission of reports to funders.
- Assist with reconciling Solve’s general ledger accounts on a monthly basis.
- Coordinating and assisting with updating Salesforce database opportunities
- Assisting with preparation of materials and taking minutes for staff meetings.
- Help keep track and process accounts payables
- Support, administer, file and track vendor and consultant contracts in B2P.
- Prepare invoices as needed
- Answering general inquiries
- Assisting other staff as needed.
Qualifications & Skills:
Bachelor’s degree and a minimum of 2 years’ experience in HR operations/finance administration or otherwise similar role required. Strong verbal and written communications skills are a must. Must demonstrate strong interpersonal and teamwork skills. He/she must have a strong sense of responsibility, self-motivation, and flexibility. Must be extremely detail-oriented, able to manage multiple projects simultaneously, take initiative, function effectively under pressure, and be highly organized.
Highly proficient in Excel, PowerPoint, and Microsoft Office, and Gsuite. Proven ability to manage registration platform, online form tools, and CRM databases such as Salesforce. Highly developed organizational and time management skills.Must be flexible and able to work independently. Confidentiality and discretion required.
Preferred Experience in:
- Project management and coordination
- HR administration
- Accounting, data and administrative management practices and procedures
As an MIT Solve employee, you are eligible for a number of benefits, perks, and discounts, including:
- $50/month cell phone bill reimbursement
- Transportation: Free, unlimited subway and local bus use, and subsidies for MBTA station parking and the commuter rail; Subsidized annual BlueBikes membership ($40, regularly $99); MIT Bicycle Commuter Reimbursement Program (up to $300/year)
- Free access: Institute of Contemporary Art, Museum of Fine Arts, Isabella Stewart Gardner Museum, and more
- Tuition assistance: Up to $5,250 per calendar year for eligible employees
- Time Off: 12 paid holidays and special Institute holidays (including Juneteeth and Patriots’ Day). 3 weeks of paid vacation your first year; 4 weeks after your first year
- Retirement: MIT Pension Plan with full vesting after 3 years; MIT will match up to 5% of your pay in contributions to the 401(k) Plan
- Healthcare: comprehensive healthcare coverage, including fitness reimbursements through enrollment in an MIT medical plan, free counseling sessions through MIT MyLife Services, and hormone therapy/gender-affirming surgery
- MIT Employee Resource Groups (ERGs)
- Backup Child Care benefit
MIT Solve is committed to inclusion and diversity to build a team that represents a variety of backgrounds, perspectives, and skills. The more diverse our team is, the better we can achieve our mission of solving world challenges. Meet our team.
MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.
To apply: Please visit web.mit.edu/jobs, reference #20732-6. No phone calls or recruiters, please.Apply for this job