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.
Provides support for several executives in the Rollins School of Public Health’s Dean’s Office. Assists executives with administrative duties involving complex decisions which require a thorough understanding of the functions, programs and policies of the University. Manages executives’ calendars and schedules; setting up/organizing recurring meetings and schoolwide special events. Responds to requests for information; summarizes and compiles data and information from various sources.
Handles all domestic and international travel arrangements including visa processing.
A bachelor’s degree is preferred. A minimum of 2 years of providing support to senior or executive level management is required.
Demonstrated oral, written, and listening skills and demonstrated organizational skills, customer service and interpersonal skills are required. Must be able to work independently and anticipate and address issues in the executives’ absence. Good judgment and strong problem-solving skills. Solution-focused, customer service approach. Strong attention to detail and the ability to deliver results in a fast-paced environment.
Advanced proficiency in Microsoft Word, PowerPoint, Excel, and other Windows-based applications required. Proficiency with the Internet and experience with mobile technology tools is required. Demonstrated ability in compiling, analyzing, and summarizing data.