Administrative Assistant - Laney Graduate School

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.

JOB DESCRIPTION:

• 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.

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. 

ADDITIONAL JOB INFORMATION:

• Greet visitors and manage front desk, including main phone lines.
  Enters and retrieves data from computer.
• Establishes and maintains files and records.
• Assist with new employee onboarding set up such as telephone services and coordinate with information technology services.
• Coordinate office organization for office suites, break room, and meeting rooms.
• Distributes incoming mail and packages to the appropriate employees.
• Coordinates and schedules meetings, appointments, and special events.
• May provide backup support during key LGS events.
• Coordinate with LGS events coordinator, as needed, with LGS events such as commencement reception.
• Basic research i.e., collect information from peer institutions.
• Coordinate multiple schedules by creating doodle polls or other scheduling tools.
• Add ELSP workshops and other events to Trumba calendar and help with marketing materials as needed.

PREFERRED QUALIFICATIONS: 

• Service oriented, positive attitude, and professional presence to represent LGS brand.
• Outstanding data management, administrative, organizational, and interpersonal skills.
• Strong oral and written communication skills, attention to detail, and problem-solving skills.
• Must be willing to learn and implement new technologies to enhance task performance.
• Experience planning, organizing, and executing large meetings and events.
• Demonstrated history of successfully completing concurrent projects with competing deadlines.
• Ability to work independently in a fast-paced environment and adapt to changing priorities.
• Ability to initiate and follow-through with minimal supervision as well as meet deadlines, work under pressure, adapt to changing priorities, be part of a collegial team and balance competing assignments.
• Experience working in or demonstrated ability to work with diverse constituencies and support an inclusive environment.
• Proficient with the Microsoft suite including Outlook, Excel, Word Forms, OneDrive and PowerPoint.
• Knowledge of Emory systems such as Emory Express, Compass, Trumba, 25Live, etc.
• Experience in higher education

 

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 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 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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