The Program Assistant Coordinator provides centralized administrative and coordination support to the Office of Academic Advancement (OAA) at the Nell Hodgson Woodruff School of Nursing, Emory University. The role manages leadership calendars, coordinates faculty-facing meetings and events, supports faculty recruitment and governance logistics, and maintains organized tracking and filing systems. Duties will be phased in based on the candidate's experience and system access, with additional responsibilities added as the candidate becomes familiar with OAA processes.
KEY RESPONSIBILITIES:
Calendar and office coordination
- Manage the OAA leadership calendar, including scheduling, rescheduling, and resolving conflicts.
- Attach agendas, background documents, and briefing materials to calendar invites so meetings are prepready.
- Send advance reminders for upcoming meetings, deadlines, and commitments.
- Serve as the first point of contact for faculty inquiries, routing questions to the appropriate staff member.
Meeting and committee support
- Schedule faculty governance and committee meetings.
- Prepare and distribute agendas and meeting materials.
- Take and distribute meeting minutes.
Recruitment and event logistics
- Coordinate faculty candidate visits, including travel, accommodations, and interview schedules.
- Coordinate logistics for faculty development programs and track participation.
Records and filing
- Enter and update information in existing OAA tracking spreadsheets.
- Maintain digital files using established naming conventions and folder structures.
Additional duties, added with training
- Process and reconcile expense reports.
- Maintain committee rosters, terms, and vacancy lists.
- Track award application intake, eligibility, and submission deadlines.
- Prepare faculty spotlight and recognition materials and maintain the recognition calendar.
- Receive faculty funding requests and maintain reimbursement and utilization records.
- Assist in documenting recurring processes, such as timelines, key contacts, and checklists.
MINIMUM QUALIFICATIONS:
- A bachelor's degree or an equivalent combination of education, training and experience.
- Working proficiency in Microsoft Outlook, Word, and Excel, including calendar management, document
formatting, data entry, sorting, and filtering. - Experience coordinating meetings and calendars for multiple people.
- Demonstrated ability to handle confidential information with discretion.
- Strong attention to detail and organizational skills.
- Clear, professional written and verbal communication.
Preferred qualifications
- Experience in higher education, ideally in an academic affairs, faculty affairs, or dean's office setting.
- Experience processing expense reports or reimbursements.
- Experience supporting committees, including taking minutes and maintaining rosters.
- Familiarity with SharePoint, OneDrive, Microsoft Teams, or similar shared filing systems.
- Experience coordinating travel and event logistics.
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Knowledge, skills, and abilities
- Ability to manage competing priorities and meet deadlines with minimal supervision.
- Ability to follow established procedures and ask clarifying questions when a process is unclear.
- Professional, service-oriented approach when working with faculty, leadership, and external guests.
- Ability to learn new systems and processes quickly.
- Sound judgment in handling sensitive personnel and scheduling matters
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.