Receptionist/Office Operations Associate (Part-Time) - J-PAL Global

Position Overview:

The Abdul Latif Jameel Poverty Action Lab (J-PAL) is a network of affiliated professors who conduct randomized evaluations (REs). J-PAL's headquarters is a center within MIT’s Economics Department. J PAL's mission is to reduce poverty by ensuring that policy is based on scientific evidence. 

The Receptionist/ Office Operations Associate is based at the Massachusetts Institute of Technology in Cambridge, MA, and provides the lab with part-time front desk, administrative, and general office support approximately 20 hours per week. The position will work on-site two days per week – Tuesday and Wednesday, 8:30 A.M. to 5:30 P.M. - and four hours virtually as needed on other days of the week.

Principal Duties and Responsibilities (Essential Functions**):

• Front Desk / Reception Area Management
  • Manning the reception desk 
  • Greeting visitors at the front desk and managing/maintaining the J-PAL Office Visitors Calendar in order to track external guests
  • Providing special attention to external guests for the Senior Management, including professional greeting and preparation of branded gift bags
  • Answering the main phone line and directing callers appropriately
  • Picking up, dropping off, and distributing general office mail
  • Depositing checks at the bank
  • Managing the general information email account for questions on our website
  • Overseeing the front desk and reception area space, ensuring it is organized and ready to welcome any guests
  • Office Operations Support 
  • Tracking the inventory of office and kitchen supplies, placing orders as needed and requested, and maintaining all supply closets and storage areas
  • Submitting office maintenance and special cleaning work orders as needed and requested
  • Maintaining conference rooms and commons areas
  • Updating the weekly rotating kitchen cleaning schedule and communicating the schedule to the relevant staff members
  • Communicating with external vendors for recurring weekly and monthly catering and service needs
  • Managing the monthly staff birthday celebrations, including ordering food and maintaining the staff birthday calendar
  • Managing the signing and delivery of congratulations and farewell e-cards to staff who are celebrating a special occasion or departing the organization
• Day-to-day office operations including:
  • Granting keycard access to the office and building 
  • Serving at office parking coordinator (issue temporary visitor passes, assist with annual parking renewals)
  • Keeping updated version of seating chart plan
  • Reviewing the J-PAL Global Travel and Remote Staff Calendars weekly for any upcoming visits, and coordinates their temporary seating location
  • Preparing office and desk spaces to accommodate new hires, including creating name plates and setting up desk supplies
  • Part of the Office Operations Committee  
  • Sharing work for purchasing (office supplies, assisting with capital purchases)
  • Sharing work for facilities requests
  • Sharing assistance granting building access
  • Sharing work for vendor contacts
• Miscellaneous: 
  • Any other tasks assigned by the Office Manager. You may also be required to be the backup for facilitating staff meetings every Wednesday. 

Supervision Received:

The Admin Associate reports directly to the Office Manager. They take ownership of tasks and exercise good judgment in knowing when to seek feedback from the supervisor, and show initiative in adding value to processes. 

Qualifications & Skills: 

• Education: This position requires a high school diploma, with a Bachelor’s degree preferred. 
• Experience: 2 years’ experience in a professional work environment is required; relevant internships can count toward this requirement. 
• Work style: Attention to detail, ability to work on projects independently yet accept supervision, and total reliability is required. Because this person is often the first point of contact for guests, a professional and welcoming demeanor with enthusiasm for work is strongly preferred. A willingness to work hard, pitch in, be self-motivated and learn will be essential for doing well in this position.
• Time Management: Proven ability to properly prioritize tasks, handle several different projects/tasks at one time, successfully complete tasks assigned, and meet deadlines. 
• Software proficiency: Experience with computer applications and comfort learning new applications is required.