Administrative Assistant

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Description

The Administrative Assistant will provide high-level, proactive administrative support to the Director of Survivorship Services and Co-Director of the Breast Medical Oncology Program. This role is critical in supporting clinical, academic, research, and programmatic activities within a fast-paced cancer center environment. The ideal candidate is organized, detail-oriented, and capable of handling sensitive information with the utmost confidentiality while managing competing priorities and complex schedules.

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.

ADDITIONAL JOB DUTIES: 

• Manage the schedule of the Director of Survivorship Services, and Co-Director of Breast Oncology.
• Process expense reports, travel reimbursement, and grant support.
• Assist with the processing of CVs and bio-sketches.
• Coordinate meetings, planning sessions, and communications for the development and implementation of a robust survivorship services program across all cancer diagnoses.
• Serve as liaison between the Director and internal/external stakeholders, including clinicians, researchers, patients, and community partners.
• Schedule and manage meetings, including clinical trial updates, mentorship activities, and cross-departmental collaborations.
• Assist with coordination and tracking of faculty research activities, including clinical trial startup timelines, participant accrual metrics, and research reporting.
• Organize documentation for faculty development, promotion packets, scholarly activities, and publications.
• Support Co-Director in strategic planning efforts, philanthropy communications, and partnership outreach on behalf of the Breast Program.
• Facilitate onboarding activities and support recruitment logistics for new faculty in coordination with Medical Oncology leadership.
• Manage complex calendars, travel arrangements, reimbursements, and correspondence.
• Draft, edit, and proofread internal and external communications.
• Maintain confidential files and records aligned with institutional compliance policies.
• Provide back-up support to other administrative team members as needed

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).

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. 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 providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week's advance notice is preferred.