Emory

  • Administrative Assistant

    Job Number
    20051
    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:

    • 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 skills.

    Additonal Details

    STRONGLY PREFERRED QUALIFICATIONS:
    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
    Front Desk Reception – Serves as first point of contact for all visitors, greeting guests, walks-ins, fielding incoming calls, and distributing office mail and communications.

    Office Lobby Maintenance - Maintains 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.

    Accounting –Prepare and process expense reports for reimbursements, make purchases, reconcile corporate and p-card purchases, track expenses, and resolve discrepancies.

    Scheduling – Manage the complex calendar for the Provost’s Chief of Staff and Associate Vice Provost. Manage scheduling for office site visits, candidate on-campus interviews, and for special events.

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

    Event Support – Provide event support coordinating small events for both EVP offices, including sending invitations, confirming caterers, securing venues, and providing day-of event support.

    Executive Administrative Assistant Support – Provide direct administrative and operational support to both EAA’s, including some support for the Provost and EVPBA direct staff, and serving as back-up to the EAA’s, supporting the EVP’s directly, when needed. Other support includes drafting communication and maintaining and updating spreadsheets and databases, and running errands on and off-campus as needed

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