Senior Administrative Assistant - Campus Services

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

This role provides critical administrative support to the Finance & Business division as well as to the larger Campus Services organization.

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.

SPECIFIC DETAILS :

• Calendar, meeting, research and presentation preparation.
• Support related to contract management.
• Vendor relations / communication.
• Organizing reports and data related to contract work-flow.
• Managing certificate of insurance detail.
• Maintaining signature delegation process.
• Tracking and managing employee detail for a large organization.
• Planning and support for large departmental events.
• Assisting with other support needs as assigned.

PREFERRED EXPERIENCE

Experience with Microsoft Office with the emphasis on Word, Outlook, Power-Point, and Excel

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.

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 404-727-9877 (V) 404-712-2049 (TDD).

Please note that one week advance notice is preferred.