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Emory Healthcare/Emory University Administrative Assistant in Decatur, Georgia

Description

The James Weldon Johnson Institute for the Study of Race and Difference (JWJI) is dedicated to promoting scholarship regarding issues of race and all of its intersections. Housed in the College of Arts and Sciences at Emory University, JWJI’s goal is to promote Emory as a hub of cutting-edge, multi- and interdisciplinary research on race, ethnicity and intersectionality in the United States.

JWJI offers a wide variety of programs. Our public events include a weekly colloquium and a quarterly evening speakers’ series, and our premiere program is a Visiting Scholars Program which attracts professors from around the country to a year-long fellowship at Emory.

To aid in staging our many programs, JWJI seeks to hire a part-time (30 hours/week) administrative assistant to help advance the work of the institute. The administrative assistant plays an important internal and external role for the institute.

Internal responsibilities include ordering supplies, managing inventories and assisting the director and other staff with important clerical tasks. In addition to these responsibilities, the administrative assistant plays a critical event planning role for more than two dozen public programs a year. The administrative assistant makes the travel arrangements for all speakers, reserves rooms for our events, plans menus where appropriate and takes a lead hosting role in welcoming guests to our programs.

Job Description:

Provides administrative support for one of the following (or a combination): 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 filing systems.

  • 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 :

  • A high school diploma or equivalent and five years of clerical or secretarial experience, or a bachelor's degree.

  • Proficiency with various personal computer software applications.

  • Positions in this classification may require keyboarding skill

Preferred Skills:

  • Preferred qualifications include a bachelor’s degree and at least five years of relevant event planning experience.

Additional Details

  • The ideal candidate should be organized and proficient in written and oral communications.

  • They should possess a friendly demeanor, both in person and over the phone. They should be organized and have extensive event planning experience.

  • Prior experience working with internal software systems like 25Live, Compass and Emory Express is preferred.

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Job Number 40515

Job Type Regular Part-Time

Division Emory College

Department ECAS: J W Johnson Institute

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

Job Category Clerical & Administrative

Location : Name Clairmont Campus

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