Emory

  • Administrative Assistant, Sr

    Job Number
    20049
    Job Type
    Regular Full-Time
    Division
    EVP Provost Academic Affairs
    Department
    EVP Academic Affairs & Provost
    This position may involve the following Health and Safety issues:
    Not Applicable
    Job Category
    Clerical & Administrative
  • 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.

    Additonal Details

     
    STRONGLY PREFERRED QUALIFICATIONS:
    Bachelor's, Master’s or advanced degree and five years’ experience in administrative and operational support. Familiarity with general business practices and project management skills. Ability to work on multiple projects simultaneously, set priorities, and meet deadlines. Strong analytical, decision-making, and organizational skills. Experience in event management and budget support.
    Additional Job Details
    Accounting – Prepare and process expenses directly for the Provost and his direct staff, including reimbursements, purchases, reconcile corporate and p-card purchases, track expenses, and resolve discrepancies.

    Back-up to Executive Administrative Assistant – Serve as back-up when the EAA is out of the office. Provide direct support to the Provost, including managing his complex calendar, communicate on behalf of the Provost including matters of a sensitive and confidential nature, make swift judgements and adjustments when unexpected issues or deadlines arise, and correspond via phone and email outside of regular business hours when necessary.

    Event Support – Provide event support to the Director of Communication, helping to coordinate large events; including sending invitations, confirming caterers, securing venues, and providing day-of event support.
    Executive Administrative Assistant Support – Provide direct administrative and operational support to the EAA, including some support for the Provost’s other direct staff. Other support includes drafting communication and maintaining and updating spreadsheets and databases.

    Back-up Office Reception and Maintenance – Assist with front desk reception and office lobby maintenance when needed. Serving as first point of contact for all visitors, greeting guests, walks-ins, fielding incoming calls, and distributing office mail and communications. Maintain the physical office space, keeping the lobby, conference room, kitchenette, and printing area cleaned and organized.

    Responsible for ordering equipment and supplies, and coordinating and tracking facility, housekeeping, and IT requests.

    Booking Travel – Book domestic and international travel itineraries, adjusting schedules and reservations as needed.

    Performs additional duties as assigned

     

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