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Massachusetts Institute of Technology Program Administrator/Manager in Cambridge, Massachusetts

Program Administrator/Manager

  • Job Number: 19705

  • Functional Area: Administration

  • Department: VP for Research

  • School Area: VP Research

  • Employment Type: Full-Time

  • Employment Category: Exempt

  • Visa Sponsorship Available: No

  • Schedule:

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    Working at MIT offers opportunities, an environment, a culture – and benefits – that just aren’t found together anywhere else. If you’re curious, motivated, want to be part of a unique community, and help shape the future – then take a look at this opportunity.

PROGRAM ADMINISTRATOR/MANAGER, Woods Hole Oceanographic Institution (WHOI) Joint Program in Oceanography/Applied Ocean Science and Engineering ( , to provide program management for a prestigious graduate degree program in marine science. WHOI is an equal partner with MIT in the administration of this program. Responsibilities include maintaining databases and statistics; managing the graduate admissions process, responding to inquiries, tracking applications in GradApply, organizing student visits and open house for admitted students, processing new student admissions, etc.; scheduling and overseeing new student orientation; overseeing scheduling of campus videoconferencing facilities; writing and submitting internal fellowship nomination proposals and processing fellowship awards in GAP; overseeing use and maintenance of departmental vehicle; preparing and sending informational notices, e.g., thesis defenses, seminars/ talks, Institute deadlines, etc.; identifying operational problems/deficiencies and recommending solutions; developing budget estimates and annual budget proposals, monitoring expenditures against approved budgets, reviewing/reconciling statements, monitoring credit card transactions, overseeing the processing of financial/travel/payroll forms, overseeing use of special discretionary funds, monitoring expenditures for student representatives, negotiating and signing service contracts, issuing purchase orders, and calculating and submitting end-of-year financial reconciliations of shared costs and tuition distribution; and a variety of other duties.

Job Requirements

REQUIRED: bachelor’s degree; three years’ financial and administrative management experience; excellent organizational, analytical, financial, writing, leadership, supervisory, interpersonal, and communication skills; ability to meet deadlines, develop and implement program policies/procedures, manage conflicting priorities, and work with minimal supervision; tact and discretion with sensitive/confidential matters; knowledge of database, spreadsheet, and accounting software and willingness to learn new programs; and experience overseeing a variety of accounting transactions, e.g., purchase orders, journal vouchers, and invoices. PREFERRED: expertise managing a graduate/undergraduate program; and knowledge of MIT’s financial, HR, SAP, NIMBUS, and operational systems. Job #19705-8 Position is at MIT.6/9/21