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Emory Healthcare/Emory University Business Operations Coordinator, Candler School of Theology in Atlanta, Georgia

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Description

JOB DESCRIPTION:

  • Supports business operations and performs routine and moderately complex office tasks, including but not limited to, proofreading, editing, and preparing correspondence, reports, manuscripts, and other documents; monitoring expense accounts; maintaining calendars and coordinating meetings and special events.

  • Gathers and review incoming correspondence and prepares outgoing correspondence for manager's review and distributes mail for the Finance & Administration department.

  • Processes human resources and payroll transactions.

  • Orders and maintains office supplies and forms, checks inventories, and ensures accurate orders are received.

  • Serves as the Emory Express/purchasing contact and expense report proxy for faculty and staff.

  • May initiate orders and receive shipments of equipment and supplies.

  • Provides administrative support for human resources activities including I9 verification and student employment.

  • Generates, reviews and processes purchase orders and invoices.

  • Resolves discrepancies, maintains appropriate documentation, and responds to inquiries regarding invoice and payment status.

  • Assists in the preparation and monitoring of departmental budgets.

ADDITIONAL JOB DETAILS:

  • Dean’s Suite Office Reception

  • Regular work hours are Monday – Friday 8:00 a.m. – 5:00 p.m. with a one-hour lunch.

  • Greets visitors to the Dean’s Suite, directing guests appropriately.

  • Manages phone calls and voicemail to the Dean’s Suite, directing calls appropriately.

  • Maintains reception area for public view as neat and well organized.

  • Maintains the office binder of Who’s Who in Candler Services.

  • Makes coffee for the Dean’s Suite.

  • Gathers and reviews incoming correspondence and prepares outgoing correspondence for manager's review and distributes mail for the Finance & Administration and the Dean.

  • Maintains filing system including maintenance of the Dean’s hard copy file catalogue.

  • Maintains Inventory of office supplies.

  • Assists with events in the Dean’s conference room as necessary.

  • Business Operations

  • Supports the Chief Business Officer and Candler’s Finance and Administration team including monitoring expense accounts, maintaining calendars, and coordinating meetings and special events.

  • Assists in the preparation and monitoring of departmental budgets.

  • Reviews and processes internal and external payment requests for Finance and Administration team.

  • Acts as proxy for faculty requiring assistance with entering expense reports into the Compass Financial System.

  • Prepares requests for general and/or travel reimbursements for Candler staff and students.

  • Reviews and processes purchase order and invoice information into the Emory Express procurement system for the Dean’s Office team or staff and others, as required.

  • Properly evaluate travel expense policies at both Emory and Candler when processing and reviewing expense reports for faculty.

  • Resolves vendor-related questions pertaining to invoices/charges and follows up on cancelled or delayed deliveries.

  • Human Resource Operations

  • Provides administrative support for human resources activities including I9 verification and student employment.

  • Provides information and answers routine inquiries concerning Human Resources and organizational policies and procedures.

  • Processes human resources and payroll transactions.

  • Creates new faculty and staff files reflecting new hires.

  • Interviews and trains work study students, as needed.

  • Faculty Meetings Support (August through May)

  • Reminds faculty of monthly meetings via e-mail notices.

  • Works with Candler Events to request primary and backup space for monthly Faculty Meetings and lunches.

  • Compiles faculty Publications and Activities Reports for each meeting.

  • Copies agenda and supporting materials for Faculty Meetings and places on the tables prior to 9:00 a.m.

  • Collects publications for meeting and places them on the publications table. Returns them to faculty after the meeting.

  • Specifically for the Dean (at the direction of the Dean and/or the Dean’s Executive Assistant)

  • Purchases books and other research materials.

  • Prints, faxes, or scans documents as requested.

  • Acts as back-up travel arranger for the Dean’s Executive Assistant.

  • Orders flowers or gifts on behalf of Candler.

  • Tracks parking vouchers and requests replacement vouchers from Parking.

  • Creates binders and other materials for the Dean’s Office at the start of each academic year and/or semester.

  • Faculty Annual Reports

  • File electronically and in hard copy form Faculty Annual Reports and CVs.

  • Prepare a binder with Faculty Annual Reports.

  • Track Faculty Annual Report submissions.

  • From Faculty Annual Report data, compile data for reports as needed.

  • General Projects

  • Assist Development staff in assembly of large mailings.

  • Copy and print documents as requested for Dean’s Suite.

  • For Chief Business Officer: type documents; assist with filing needs; and complete other general secretarial duties.

  • Assist Faculty Support with compiling end-of-semester course evaluations for the Associate Dean of Faculty and Academic Affairs.

  • Other duties as assigned.

MINIMUM QUALIFICATIONS:

  • Bachelor's degree in business administration, communications or a related field and two years of office administration, project management and/or budget management experience OR an equivalent combination of education, training, and experience.

NOTE: Position tasks are required to be performed in-person at an Emory University location; working remote is not an option. Emory reserves the right to change this status with notice to employee.

Emory Supports a Diverse and Inclusive Culture

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website.

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, 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. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

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 advance notice is preferred.

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Job Number 106423

Job Type Regular Full-Time

Division Candler School Of Theology

Department Candler School Of Theology

This position may involve the following Health and Safety issues: Not Applicable

Job Category Business Operations

Campus Location (For Posting) : City Atlanta

Location : Name Emory Campus-Clifton Corridor

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