Senior Administrative Assistant - Rollins School of Public Health

Emory University

Sep 24, 2024

Applications are closed

Job
Full-time
Senior Level
Research & Development
People, HR & Administration
Atlanta

Requirements

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.
Bachelor's degree preferred.
Proven experience as an Administrative Assistant or in a similar role, ideally within an academic or research setting.
Exceptional organizational and time management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite and relevant software.
Ability to multitask and prioritize effectively.
Discretion and trustworthiness in handling sensitive data and communications.
Strong problem-solving skills and attention to detail.

Responsibilities

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.
Calendar Management: Effectively manage investigator’s calendar, scheduling academic appointments, research meetings, and other engagements. Ensure that his schedule is optimized to maximize productivity.
Communication: Act as the primary point of contact between the investigator and internal/external stakeholders for scheduling meetings and events, including students, colleagues, staff, and research partners. Handle correspondence, emails, and phone calls regarding scheduling in a professional and confidential manner.
Meeting and Event Preparation: Assist in preparing agendas, materials, and presentations for academic and research meetings. When necessary, reserve rooms, collect RSVPs, order catering and coordinate with caterers, facilities and IT for room set-up. Attend meetings, take minutes, collect attendance information, and follow up on action items as required.
Travel Coordination: Arrange travel itineraries, accommodation, and logistics for academic conferences and research-related domestic and international travel. Monitor travel expenses and ensure adherence to budgetary guidelines.
Expense Management: Process expense reports and ensure timely reimbursement for the investigator’s research expenses.
Document Management: Maintain accurate and organized records, documents, and research files. Assist with document drafting, editing, and proofreading as needed.
General Support: Undertake ad-hoc tasks and assignments as requested by the investigator and/or one of the Program Directors to facilitate academic and research endeavors.

FAQs

What is the work schedule for this position?

The position requires in-person work 2-3 days per week, with availability at least 4 days per week for a total of 20-30 hours per week.

What qualifications are required for this role?

A high school diploma or equivalent with six years of secretarial or administrative support experience, or a bachelor's degree with one year of administrative support experience are the minimum qualifications.

Is prior experience in an academic or research setting preferred?

Yes, proven experience as an Administrative Assistant or in a similar role within an academic or research setting is preferred.

What software skills are necessary for this job?

Proficiency in word processing, spreadsheet, presentation software applications, and Microsoft Office Suite is required.

Will I need to manage the investigator’s calendar?

Yes, effectively managing the investigator’s calendar by scheduling academic appointments, research meetings, and other engagements is a key responsibility.

Are there opportunities for professional development in this position?

While the job description does not explicitly mention professional development opportunities, working within a research team may provide opportunities for learning and growth in the public health field.

What kind of support will I provide to the investigator?

You will provide administrative support including calendar management, meeting and event preparation, travel coordination, and general administrative tasks to facilitate the investigator's academic and research endeavors.

What are the responsibilities related to expense management?

You will be responsible for processing expense reports and ensuring timely reimbursement for the investigator’s research expenses.

Is there a focus on handling sensitive data in this position?

Yes, discretion and trustworthiness in handling sensitive data and communications are essential qualities for this role.

What is the expected location of the employee for this position?

The employee must reside in the state of Georgia, as the role requires commuting to Emory University.

Emory University

Education

Industry

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Employees

Mission & Purpose

Emory University, a top research university located in Atlanta, Georgia, is an inquiry-driven, ethically engaged and diverse community whose members work collaboratively for positive transformation in the world through courageous leadership in teaching, research, scholarship, health care and social action. The university is recognized internationally for its outstanding liberal arts college, superb professional schools and one of the Southeast's leading health care systems.