Located 36 miles east of Atlanta on Emory’s original campus in Oxford, Georgia, Oxford College invites applications for an Administrative Assistant. This position is with Oxford’s Center for Pathways and Purpose (CPP) that is responsible for travel-related arrangements and travel assistance for academic programs, especially the Oxford College Global Learning (GL) program. Their purview also includes many other areas of faculty and student travel related to Oxford’s academic 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.
ADDITIONAL JOB DETAILS:
- Reports to the incoming Director of the Center for Pathways and Purpose (CPP), with close support for the Director of Global Learning (GL) and other program directors housed in the CPP.
- Facilitates all travel arrangements for faculty, staff, and students in the GL Program, by researching travel locations and logistics, making recommendations to stakeholders, ensuring compliance with program and university guidelines, and appropriate recordkeeping.
- In collaboration with campus partners, facilitates local transportation for the community engaged learning program.
- Facilitates other travel arrangements related to academic programs with an off-campus component, such as domestic or international student conference travel, internship- or career-trek-related travel, and other student travel requiring domestic and international arrangements and support.
- Assists with student-facing support for travel logistics and preparation.
- Serves as a resource for faculty, program managers, and other support staff making independent travel arrangements.
- Assists stakeholders in accessing appropriate online systems, completing necessary forms, etc.
- Liaises with partner providers, helping gather information necessary for due diligence, facilitating contract management and ensuring timely payment for services rendered.
- Alongside a small team of administrative assistants, the person in this position also: Manages the budgets and expenses related to travel arrangements, financial aid, stipends, or scholarships for these programs.
- Helps promote programs involving academic travel through such means as flyers, information and orientation sessions.
- Oversees the social media and online presence of GL and may manage student employees who assist with these efforts.
- With appropriate training, the person in this position will become familiar with university offices and practices related to travel health, safety, security, and risk management; international student and scholar services; global strategy; international research; and export control.
- MATERIALS TO SUBMIT: Cover letter, resumé, list of 3 professional references.
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 skills.
PREFERRED QUALIFICATIONS:
- Bachelor's degree
- Professional or personal experience arranging travel within the United States and internationally, including lodging, air travel, ground transportation, and meals.
- Professional or personal experience with passport and visa application requirements and processing timelines
- Work well under pressure; organize and assist projects with different, overlapping timelines; creative problem solving skills
- Communicate clearly and effectively to different audiences
- Proficient with MS Office Suite
- Experience with study abroad or study away programs
- Experience following institutional guidelines for the health and safety of students
- Past or present certifications or memberships in organizations related to the travel or hospitality industries
- Passing score on Travel Agent Proficiency (TAP) exam, with or without certification; travel advisor or consultant certificate (e.g., CTA, ASTA VTA/TTP)
- Program management certification or experience
- Experience with travel and/or financial management software
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.