Administrative Assistant for OUE Office Reception - Emory College of Arts and Sciences

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Description

The Office for Undergraduate Education (OUE) is the unit within Emory College of Arts and Sciences which serves all student academic functions, from orientation to graduation, for the 5000+ students of Emory College.

The OUE has almost 80 staff members across multiple functions, and is a busy central office year-round.

The Administrative Assistant for Office Reception in the Office for Undergraduate Education is an essential part of the OUE team and serves as the primary front-line staff providing exemplary customer service in addressing the needs of customers.

The AA will have knowledge of academic information and policies, be able to determine the nature of the needs of students, their parents, faculty and staff and determine next steps towards addressing needs and problem resolution.

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.

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).

ADDITIONAL JOB DETAILS :

• Staffs the front reception desk to answer phone, respond to inquiries, route visitors, and provides basic resources to students to resolve common first-level academic concerns.
• Proactively maintains knowledge of routine academic information and policies, determines the nature of the needs of students, their parents, faculty and staff and determines next steps towards resolution.
• Determines and facilitates appropriate student referrals to staff, departments and services within and outside OUE.
• Develops communications to all constituents regarding the functions of the office and communicates frequently with OUE programs to remain up-to-date on accurate information.
• Assists in facilitating OUE business operations including supply ordering, mail processing, CAS committee preparation, and serving as an intake location for documents and exams.
• Manages OUE Advising email account and phone line.
• Facilitates standard academic actions including : Initiating, reviewing, and processing partial withdrawals; facilitating add / drop / swap requests during designated timeframes;

coordinating student absence verification and reporting; manages exam change requests and other OUE forms as required.

PREFERRED QUALIFICATIONS :

• Excellent organization, oral and written communication skills, knowledge of student development in higher education and / or three years of experience working with student populations.
• Exceptional customer service skills, comfort with a variety of computer software packages, expertise in data management (Excel and Qualtrics).
• Candidates with experience in higher education settings and front desk administration preferred.

NOTE : Position tasks are required to be performed in-person at an Emory University location; working remote is not an option.

Emory reserves the right to change this status with notice toemployee.

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.