Senior Administrative Assistant, Mathematics - Emory College of Arts and Sciences - Emory University

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Description:

The Department of Mathematics seeking an in-person, part-time Administrative Assistant on Emory's main campus.

 

This position is Regular Part-time (REG) at least 20 hours per work week, paid hourly every 2 weeks. This position is eligible for full benefits including but not limited to health and dental, retirement, paid leave for holidays, vacation, sick leave, etc.  This is a part-time with the possibility of potentially becoming a full-time position.

• Preferred candidates will be very organized, proactive, possess strong communication skills, and have the ability to multitask and work independently.
• The ideal candidate is self-motivated, holds themselves accountable, enjoys problem-solving, investigates solutions, and follows through to ensure a positive outcome.
• Strong proficiency in Microsoft Word, Excel, Outlook email, and Outlook calendar is preferred.

 

KEY RESPONSIBILITIES:

Office Operations and Organization

• Oversees office operations and ensures activities comply with policies and procedures; proactively informs appropriate parties of updates to policies and procedures.

• Maintains department communications, calendars, websites, internal documents, department announcements, newsreel, etc.

• Continually updates office signage, nameplates, and lobby directory.

• Manages the front desk and provides information to visitors, students, and faculty as the first point of contact.

• Manages incoming and outgoing mail; maintains and updates mailbox assignments.

• Stores, organizes, distributes, orders, and secures office keys; requests building access permissions.

• Manages department phone trees, voicemail, office phones, and monitors telephone charges on a monthly basis.

• Answers, screens, checks voicemail, and routes incoming telephone calls.

• Assists with CV collection, promotion and tenure, teaching observation letter collection, seminar flyers and announcements, room reservations, iPad loans, etc.

• Orders and maintains office supplies and forms; maintains storage closet, authorizes expenditures, and identifies cost-effective alternatives.

• Handle and protect confidential information and documents.

• Maintains various databases and/or spreadsheets.

• Handles copier maintenance requests and shred bins.

• May deliver documents/items across campus.

• Maintains and updates listservs, SharePoint sites, teams/groups, and website.

• May process expense reports and other financial items.

• Sets up and organizes filing systems.

• May train others on various processes and procedures.

• May collect work authorization documents and assist with other HR procedures.

• May coordinate domestic or foreign travel arrangements.

Project and Task Management

• Utilizes shared online documents. Uses approved file naming conventions.
• Prepare project plans and timelines. Follows up to ensure completeness of project.
• Develops and maintains spreadsheets to track progress on multiple projects and keeps the manager informed of project status.
• Initiates, processes, and maintains records and invoices in accordance with policies and procedures.
• Prepares charts and graphs for reports and presentations, both ongoing and ad hoc.

Visitor and Faculty Support

• Welcomes department visitors; assists with hotel reservations, travel arrangements, office/desk assignments, and orientation for new faculty members.
• Handles logistics for faculty recruitment, including advertisement postings, recruitment reports, and interview schedules.
• Submits requests for sponsored accounts and Emory ID Card requests for department visitors.

Student Worker Supervision

• Hires and manages 1-4 student office workers; responsible for training, delegating tasks, checking progress, ensuring correctness and completion of tasks.
• Maintains calendar and schedule of student workers. Addresses performance issues of student workers.
• Approves timesheets and handles HR logistics for student workers.

Event and Meeting Coordination

• Coordinates department events. Submits facilities event setup requests, location reservations, escorts visitors around campus, manages attendance lists, name tags, catering, event setup, event supplies, and basic tech needs for events.
• Coordinates, attends, and prepares materials for meetings and special events, and may take minutes.
• Creates and distributes announcements, flyers, invitations, and other communications.
• May attend events as a representative of the department.

Manager Support and Correspondence

• Ensures the manager is appropriately prepared for daily activities.
• Maintains the calendar, prepares the daily schedule, and prioritizes meeting requests for the manager(s).
• Reviews incoming correspondence and identifies items of special interest to the manager or others.
• Screens items that can be routinely handled and prepares appropriate responses.
• Composes, edits, and types correspondence, reports, and manuscripts with minimal guidance. 

Performs related responsibilities as needed/required.

 

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 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.