Administrative Assistant - Rollins School of Public Health

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Job description

Discover Your Career at Emory University:
Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

Description:
Administrative Assistants provide administrative support for one or more of the following: general management, a research environment or a specific program.

KEY RESPONSIBILITIES:

Provides administrative support for one or more of the following: 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 files and documents.

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:

Responsibilities may include the following faculty, staff or degree program support

Maintaining faculty calendars and scheduling requests for the designated research enterprise.

Coordinating travel arrangements and associated expense reimbursement for faculty and guests.

Processing check requests and deposits, reimbursements, invoices, honorarium requests, research participant payments (RPPFs), etc.

Facilitating GRA hiring and providing onboarding support as needed.

Facilitating off-site storage management of research records and information.

Reserving and preparing conference and meeting rooms as requested by the facilitator.

Providing situational awareness and appropriate escalation to the Senior Director of Business and Administration (SDBA).

Communicating facility needs to the Asst Dir, Program as needed.

Supporting onboarding and offboarding of staff and student employees in conjunction with research enterprise staff and Asst Dir, Program.

Supporting purchase requests by providing relevant RSPH, EMUNV, and external vendors.

Providing operational guidance and support to include identification of relevant training.

Providing situational awareness and appropriate escalation to SDBA when needed.

Communicating facility needs to the Asst Dir, Program as needed.

Supporting administrative needs related to Ph.D. and MPH programs and events.

Coordinating travel and expense reimbursements for non-employee students.

Collaborating with internal and external stakeholders for administrative support of Teaching Assistants

Reserving and preparing department conference and meeting rooms as requested by the facilitator.

MINIMUM QUALIFICATIONS:

Bachelors degree or equivalency of a high school diploma and five years of administrative experience.

Proficiency with Microsoft Office including Outlook, PowerPoint, and Excel.

Experience with collaborations tools (OneDrive, Zoom, Teams, and/or others).

PREFERRED QUALIFICATIONS:Experience in an academic setting and functions well within a team.

Experience navigating a rapidly changing organizational environment and establishing new operational processes.

Proficiency in all Microsoft Office Suite applications including Word, Excel, and Powerpoint, as well as Outlook.

Proficiency in other administrative support systems/applications and demonstrated experience streamlining and improving administrative processes.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location. Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Emory Supports a Diverse and Inclusive Culture:
Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at (phone number removed) (V) (phone number removed) (TDD). Please note that one week advance notice is preferred.

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