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Emory University Senior Administrative Assistant in Atlanta, Georgia

Description

JOB DESCRIPTION:

With minimal supervision, provides administrative support for a Chair or Assistant Dean of an academic or basic research unit or for an Assistant Vice President or Assistant Vice Provost (and above). Oversees office operations and ensures office activities comply with policies and procedures. Prepares or assists in the preparation of budgets, grant applications, proposals, status reports and financial statements. Develops and maintains spreadsheets. Initiates, processes and maintains records and invoices. Keeps manager informed of account status, authorizes expenditures and identifies cost effective alternatives. Maintains calendar, prepares daily schedule and prioritizes meeting requests for manager(s). Ensures manager is appropriately prepared for daily activities. Coordinates, attends, prepares materials for and/or takes minutes at meetings and special events. Prepares charts and graphs for reports and presentations. Reviews incoming correspondence and identifies items of special interest to manager or others. Screens items that can be routinely handled and prepares appropriate responses. Based on a knowledge of the manager's views, composes, edits and types correspondence, reports and manuscripts under minimal guidance. May take dictation or transcribe from a machine. Maintains various databases and/or spreadsheets. Sets up and organizes filing systems. Answers, screens and routes incoming telephone calls. May supervise or direct the work of other administrative clerical/secretarial employees. Oversees ordering and maintenance of office supplies and forms. May coordinate domestic or foreign travel arrangements. Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

A high school diploma or equivalent. and six years of secretarial or administrative support experience, OR a bachelor's degree and one year of administrative support experience. Proficient with word processing, spreadsheet, and presentation software applications.

Additional Details

Preferred Qualifications:

A bachelor’s degree with a minimum of 5 years providing support to senior or executive level management personnel. Experience working in a fast-paced, deadline-driven work environment within large organizations is highly preferred. Demonstrated ability to administer multiple, complex, administrative activities at one time including the organization of daily calendars/schedules for several faculty members, coordination of complex appointment and travel arrangements, processing payment requests for numerous domestic and international travel, and monitoring budgets.

Professional report writing and email composition skills and the ability to apply sound judgment on administrative and operational issues in faculty members’ absence. Demonstrated ability to represent the organization as primary contact and liaison with high-profile collaborators and for strategic projects. Advance proficiency in Microsoft Word, PowerPoint and Excel and familiarity with the Internet are required.

Key Responsibilities:

  • Providing direct support to senior faculty member for his daily activities including meeting preparation and coordination, reviewing incoming emails and identifying/prioritizing items for his review, composing correspondence and reports based on his guidance and knowledge of his views.

  • Managing the organization of daily calendars and the coordination of complex appointment and travel arrangements, processing payment requests for numerous domestic and international travel, and monitoring discretionary budgets for several faculty members.

  • Overseeing the coordination and maintenance of an electronic system for maintaining grant application and project portfolios including faculty biosketches, other support documents, budget justifications and other supporting documentation

  • Searching publication databases for recent scientific publications from several faculty members and maintaining publications in publications database.

  • Maintaining a Content Management System on the PRISM website to include biographical information on faculty and staff, scientific publications and project summaries.

  • Coordinating job posting and management features on PRISM website to include posting new job opportunities, notifying interested candidates of new job postings, and collecting information about potential applicants about areas of interests, skills and other demographic/contact information.

  • Processing vendor and consultant invoices for payment in Compass and Emory Express, obtaining necessary approvals for payments and tracking final payments.

  • Serving as a key contact with Research Administrative Services for tracking staff effort across projects and updating effort reports twice per year.

Additional Job Details:

This position will be located within PRISM Health, a cross-disciplinary research team working primarily with LGBT communities in the Unites States and globally. This position will manage all administrative matters and daily operations for several senior-level faculty members and a research team comprised of 35-40 postdoctoral fellows and staff.

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Job Number 34130

Job Type Regular Full-Time

Division School Of Public Health

Department SPH: Epidemiology

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

Job Category Clerical & Administrative

Emory University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all applicable Federal and Georgia State laws, regulations, and executive orders regarding nondiscrimination and affirmative action in its programs and activities. Emory University does not discriminate on the basis of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Inquiries about this statement should be directed to the Office of Equity and Inclusion, 201 Dowman Drive, Administration Bldg, Atlanta, GA 30322

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