Coordinator, Business Operations - Candler

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.

The Coordinator of Business Operations manages the Dean's suite, maintaining the reception and directing guests appropriately. Also manages phone calls and voicemail.

 

Regular work hours are Monday – Friday 8:00 a.m. – 5:00 p.m. with a one-hour lunch.

 

JOB DESCRIPTION:

• Supports business operations and performs routine and moderately complex office tasks, including but not limited to, proofreading, editing and preparing correspondence, reports, manuscripts, and other documents; monitoring expense accounts; maintaining calendars and coordinating meetings and special events.
• Gathers and review incoming correspondence and prepares outgoing correspondence for manager's review and distributes mail for the Finance & Administration department.
• Processes human resources and payroll transactions.
• Orders and maintains office supplies and forms, checks inventories, and ensures accurate orders are received.
• Serves as the Emory Express/purchasing contact and expense report proxy for faculty and staff. May initiate orders and receive shipments of equipment and supplies.
• Provides administrative support for human resources activities including I9 verification and student employment.
• Generates, reviews and processes purchase orders and invoices.
• Resolves discrepancies, maintains appropriate documentation and responds to inquiries regarding invoice and payment status.
• Assists in the preparation and monitoring of departmental budgets.

DETAILED JOB DESCRIPTION: 

• Greets visitors to the Dean’s Suite, directing guests appropriately.
• Maintains the office binder of Who’s Who in Candler Services. 
• Makes coffee for the Dean’s Suite.
• Gathers and reviews incoming correspondence and prepares outgoing correspondence for manager's review and distributes mail for the Finance & Administration and the Dean.
• Maintains filing system including maintenance of the Dean’s hard copy file catalogue and inventory of office supplies.
• Assists with events in the Dean’s conference room as necessary.
• Supports the Chief Business Officer and Candler’s Finance and Administration team including monitoring expense accounts, maintaining calendars, and coordinating meetings and special events.
• Assists in the preparation and monitoring of departmental budgets.
• Reviews and processes internal and external payment requests for Finance and Administration team.
• Acts as proxy for faculty requiring assistance with entering expense reports into the Compass Financial System.
• Reviews and processes purchase order and invoice information into the Emory Express procurement system for the Dean’s Office team or staff and others, as required. 
• Properly evaluate travel expense policies at both Emory and Candler when processing and reviewing expense reports for faculty. 
• Prepares requests for general and/or travel reimbursements for Candler staff and students.
• Resolves vendor-related questions pertaining to invoices/charges and follows up on cancelled or delayed deliveries.
• Processes human resources and payroll transactions.
• Creates new faculty and staff files reflecting new hires.
• Faculty Meetings Support (August through May) compiling faculty publications and Activities Reports for each meeting as well as placed on tablesto 9:00am.
• Reminds faculty of monthly meetings via e-mail notices.
• Works with Candler Events to request primary and backup space for monthly Faculty Meetings and lunches.
• Collects publications for meeting and places them on the publications table. Returns them to faculty after the meeting. 
• Support and back up support for the Dean including purchasing books and other research materials. Print, fax and scan documents. Assist with travel plans. Order flowers/gidfts on behalf of Candler.  And track parking vouchers.
• Creates binders and other materials for the Dean’s Office at the start of each academic year and/or semester
• File electronically and in hard copy form Faculty Annual Reports and CVs. Including the preparation of a binder with Faculty Annual Reports/Track Faculty Annual Report submissions.
• From Faculty Annual Report data, compile data for reports as needed.
• Copy and print documents as requested for Dean’s Suite. Assist in assembly of large mailings.
• Assist Faculty Support with compiling end-of-semester course evaluations for the Associate Dean of Faculty and Academic Affairs.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in business administration, communications or a related field and
• Two years of office administration, project management and/or budget management experience OR an equivalent combination of education, training, and experience.

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. 

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website.
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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