Administrative Assistant, Mediated Matter

by Kelley Shepard

Aug. 3, 2017


Job Description

To provide varied and complex administrative support to Professor Neri Oxman and the diverse group of individuals comprising the Mediated Matter research group.



• Prepare and manage all financial aspects of group, e.g., requisitions, reimbursements, procurement card, purchasing, working with vendors, work orders, account management/reconciliation, coordinate annual budget with the PI etc.;

• Monthly review of all financial reporting; use of tools to update financials on a weekly basis, report to the Principal Investigator (PI) regularly on the state of the finances;

• Work with the finance and development functions at department and School level to allocate grants, sponsored research, and individual donor funds;

• Process travel reimbursements for professor and students;

Calendar, travel, and communications

• Manage and coordinate professor’s calendar requiring regular contact with high-level staff across Institute, arts and industry (corporate sponsors), and management; complex scheduling between national and international constituents;

• Plan, organize, and prepare detailed travel and complex itineraries and obtaining visas for professor, and assist students with travel arrangements;

• Facilitate communication between students and professor and be the locus of information for students related to group activities, travel, purchasing, etc.;

• Onboard new group members, e.g. provide general information about the research team, orientation guide, resource manual, IP agreements, introductions to faculty, staff, and students;

• Work with the PI to create strategic internal and external partnerships by handling regular correspondence and maintaining relationships;

• Maintain contact information for all team members;

• Engage with colleagues, press, sponsors, collaborators, and visitors in person, by email or telephone to build relationships and triage inquiries.

Exhibitions, meetings and events

• Foster connections and facilitate communications with museum curators;

• Work with museums to generate loan agreements between PI and curator;

• Meet with researchers to outline project tasks, review resources (budget + materials), and prepare for exhibitions;

• Coordinate meetings and events to include logistics, room reservations, catering, set up and clean up;

Project support

• Facilitate research group logistics, including working with research assistants to develop project timelines;

• Work closely with PI with regard to hiring, managing, and supervising student workers, temporary workers and contractors;

• Work with ML HR and PI to coordinate hiring of regular staff;

• Update the research group website.

Administrative and academic

• Prepare and edit documents; handle other general office duties as needed;

• Establish and maintain effective organization for administrative tasks for the group, e.g. coordinate research demos, arrange meetings, catering, etc.;

• Provide support for academic activities, deadlines, research assistant (student) activities (theses, research papers, etc.), monitor undergraduate student researchers (UROPs) (timesheets, contact, resource, etc.);

• Other duties as assigned.



• A minimum of three years of experience as an administrative assistant for senior managers;

• Excellent interpersonal skills, both verbal and written;

• Keen understanding of the administrative support role;

• Flexibility and an aptitude for handling a wide variety of duties;

• Confidential, exercises discretion, diplomacy, and superb judgment;

• Extremely detail-oriented, accurate, and resourceful individual who is able to work on multiple tasks concurrently with calm efficiency in an environment with competing priorities;

• Ability to learn quickly and work with critical time demands and responsive;

• Strong organizational skills;

• Advanced computer skills including proficiency with Macintosh computers and Microsoft Office;

• Must be a team player who is able to work effectively with a creative and diverse group of people and contribute to each research group’s community.


• Bachelor’s;

• Familiarity with website maintenance (HTML), SAPgui, and Concur;

• An interest in arts administration is desirable.

To apply, go to and search for job ID #15187.

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