Administrative Assistant (ETS)| Temporary

Emory University•Atlanta, GA

41d•Onsite

About The Position

The MDP Administrative Assistant supports Team MDP (Director, Associate Director, Assistant Director) in organizing, coordinating, and planning operational facets of the program, including financial management, human resource management, maintenance of databases and records, and communications, particularly in program operations. A strong work ethic, excellent communication and interpersonal skills, and ability to work on multiple fronts and in a fast-paced environment are key to being successful in this position. Financial Management: 50% Assists in planning, administering, and monitoring program expenses, including operational and instructional expenses. Processes payment requests and journal entries for invoices, funds transfers, honoraria, and wire transfers. Processes funding for students, faculty, staff, visitors/guests, and partners. Reviews and processes expense reports for MDP leadership and staff. Assists with research grants monitoring and payment processing held by MDP faculty and staff. Operations: 50% Processes hires of student employees and temporary/visiting instructors, Liaise with Emory Human Resources to ensure compliance with human resource policies, and with LGS Human Resources to facilitate hiring and record-keeping. Coordinates organization of outreach, recruitment, and student/alumni engagement. Works with and handles inquiries from prospective students and supports admissions processes.Liaises with International Scholar Support Services to aid in prospective student matriculation. Maintains program's archival records (electronic and paper filing systems). Supports management of frequently used listservs and platforms. Contributes to the development of materials and training for finance, travel, operations, and logistics. Manages events, including securing space, caterer, and guest list. Research and monitor Emory University policies to ensure compliance. Anticipates, coordinates, and monitors office space and supply needs. Responds to emails and phone calls promptly and professionally. Assists with and coordinates the admissions process. Support day-to-day office operations. Provide other administrative support as needed. Develops and maintains structured project management systems that monitors progress and ensures deadlines are met

Requirements

Bachelor's degree or the combination of a high school diploma (or equivalency) and five years of administrative support or secretarial experience.
Proficiency with Microsoft Office including PowerPoint, Outlook and Excel.
Experience with collaboration tools (OneDrive, Zoom, Teams, and/or others).

Nice To Haves

A bachelor's degree and two-three years of clerical or secretarial experience.
Ability to maintain high standards of reporting and accuracy.
Ability to use project management platforms to track, organize, and communicate progress.

Responsibilities

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 filing systems.
Oversees ordering and maintenance of office supplies.
May supervise or direct the work of support staff and/or students.
Performs related responsibilities as required.