Administrative Assistant

Discover Your Career at Emory University

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

Description

Administrative Assistants provide administrative support for one or more of the following: general management, a research environment or a specific program.

KEY RESPONSIBILITIES:

• Provides administrative support for one or more of the following: general management, a research environment or a specific program.
• Ensures office activities comply with Emory policies and procedures.
• Responds to incoming telephone calls.
• Maintains calendars and prioritizes meeting requests for management. 
• Reviews incoming correspondence and identifies items of special interest to management; handles routine correspondence and prepares appropriate responses.
• May complete forms, grant applications, and/or correspondence associated with programs.
• Prepares charts and graphs for reports and presentations.
• Creates and edits scientific, programmatic or other reports associated with department's primary business.
• Schedules meetings and handles logistics for meetings and special events.
• Prepares materials for meetings and special events.
• Initiates, processes, and maintains records and invoices.
• Keeps management apprised of account status, identifies cost-effective solutions and may authorize expenditures.
• May monitor or maintain budgets and grants, assist with budget development, and prepare related expense reports and reimbursements.
• Plans and coordinates travel arrangements.
• Maintains databases and spreadsheets; may also analyze data and design/generate associated reports.
• Establishes and organizes files and documents. 
• Oversees ordering and maintenance of office supplies.
• May supervise or direct the work of support staff and/or students.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• Bachelors degree or equivalency of a high school diploma and five years of administrative experience.
• Proficiency with Microsoft Office including Outlook, PowerPoint, and Excel.
• Experience with collaborations tools (OneDrive, Zoom, Teams, and/or others).

ADDITIONAL JOB DETAILS: 

• Provide excellent administrative support to Department Leadership. This position reports directly to the Department’s Assistant Program Director.
• Oversees office operations and ensures activities comply with policies and procedures; proactively informs appropriate parties of updates to policies and procedures.
• Maintains department communications, calendars, websites, internal documents, department announcements, listservs, etc.
• Continually updates office signage, nameplates, and lobby directory.
• Manages the front desk and provides information to visitors, students, and faculty as the first point of contact.
• Manages incoming and outgoing mail; maintains and updates mailbox assignments.
• Stores, organizes, distributes, orders, and secures office keys; requests building access permissions.
• Manages department phone trees, voicemail, office phones, and monitors telephone charges on a monthly basis.
• Answers, screens, checks voicemail, and routes incoming telephone calls.
• Assists with CV collection, promotion and tenure, teaching observation letter collection, seminar fliers and announcements, room reservations, iPad loans, etc.
• Orders and maintains office supplies and forms; maintains storage closet, authorizes purchases, and identifies cost-effective alternatives.
• Maintains various databases and/or spreadsheets.
• Handles copier maintenance requests and shred bins.
• May deliver documents/items across campus.
• Maintains and updates listservs, SharePoint sites, teams/groups, and website. Spearheads and maintains project to transition from OneDrive to SharePoint site for shared internal document storage.
• May process expense reports and other financial items.
• Sets up and organizes filing systems.
• May train others on various processes and procedures.
• May collect work authorization documents and assist with other HR procedures.
• May coordinate domestic or foreign travel arrangements.

Project and Task Management

• Utilizes shared online documents. Uses approved file naming conventions.
• Prepare project plans and timelines. Follows up to ensure completeness of project.
• Develops and maintains spreadsheets to track progress on multiple projects and keeps the manager informed of project status.
• Initiates, processes, and maintains records and invoices in accordance with policies and procedures.
• Prepares charts and graphs for reports and presentations, both ongoing and ad hoc.

Visitor and Faculty Support

• Welcomes department visitors; assists with hotel reservations, travel arrangements, office/desk assignments, and orientation for new faculty members.
• Handles logistics for faculty recruitment, including advertisement postings, recruitment reports, and interview schedules.
• Submits requests for sponsored accounts and Emory ID Card requests for department visitors

Student Worker Supervision

• Manages 1–4 student office workers; responsible for training, delegating tasks, maintaining progress, ensuring schedules and completion of tasks.
• Maintains calendar and schedule of student workers. Addresses performance issues of student workers.
• Approves timesheets and handles HR logistics for student workers.

Event and Meeting Coordination

• Coordinates department events. Submits facilities event setup requests, location reservations, manages attendance lists, name tags, catering, event setup, event supplies, and basic tech needs for events.
• Coordinates, attends, and prepares materials for meetings and special events, and may take minutes.
• Creates and distributes announcements, fliers, invitations, and other communications.
• May attend events as a representative of the department. 

Manager Support and Correspondence

• Ensures the manager is appropriately prepared for daily operations.
• Maintains the calendar, prepares the daily schedule, and prioritizes meeting requests for the manager(s).
• Reviews incoming correspondence and identifies items of special interest to the manager or others.
• Screens items that can be routinely handled and prepares appropriate responses.
• Composes, edits, and types correspondence, reports, and manuscripts with minimal guidance.
• Performs related responsibilities as needed/required. 

PREFERRED QUALIFICATIONS:

• Preferred candidates will be very organized, proactive, possess strong communication skills, and have the ability to multitask and work independently.
• The ideal candidate is self-motivated, holds themselves accountable, enjoys problem-solving, investigates solutions, and follows through to ensure a positive outcome.
• Strong proficiency in Microsoft Word, Excel, Outlook email, and Outlook calendar is preferred. 

NOTE: Position tasks are generally required to be performed in-person at an Emory University location.  Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD). Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at [email protected] or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.