Administrative Assistant - Biology Department, Emory College of Arts & Sciences - Emory University

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Description:

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:

• Hire & manage temporary employees – students, work-study, teaching and learning assistants.
• Process pay for temporary employees and maintain required documentation.
• Initiate employment requisitions for all temporary employees and follow through on job postings and applicant referrals.
• Consistently maintain an up to date detailed hire spreadsheet.
• Manage student and bi-weekly employee time and attendance.
• Assists our Teaching Laboratory Director in management of teaching lab staff.
• Assist department members in securing travel arrangements to scientific meetings.
• Assists employees within the department regarding human resources policies and procedures.
• Design & Manage department databases and generate reports.
• Manage Volunteer paperwork.
• Assist in planning events
• Assist with department photography
• Track student Travel Expenses in Excel.
• Assist faculty as needed.
• Additional qualifications to be added
  

PREFERRED QUALIFICATIONS:

• Two years of office administration experience, ideally in human resources.
• Advanced experience with Microsoft software – Excel, Outlook, Word & PowerPoint.
• Experience in higher education is a plus.
• Experience with PeopleSoft, Compass Financials, Kronos, and iCIMS is a plus.
• Experience digitalizing files.
• Excellent written communication skills.
• Ability to speak clearly and professionally.
• Experience working with confidential data.
• Ability to work on multiple projects with frequent interruptions.
• Attention to detail and follow through with tasks.
• Ability to effectively work in a fast-paced team environment.
• Excellent time management skills.
• Website management in Cascade is highly desirable.
• Process driven, self-starter with a positive attitude

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 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.