Administrative Assistant, Mathematics - Emory College of Arts and Sciences

Emory University•Atlanta, GA

5d•Onsite

About The Position

Administrative Assistants provide administrative support for one or more of the following: general management, a research environment or a specific program. This position provides excellent administrative support to Department Leadership and reports directly to the Department’s Assistant Program Director. It oversees office operations and ensures activities comply with policies and procedures; proactively informs appropriate parties of updates to policies and procedures. The role maintains department communications, calendars, websites, internal documents, department announcements, listservs, etc. It continually updates office signage, nameplates, and lobby directory. The position manages the front desk and provides information to visitors, students, and faculty as the first point of contact. It manages incoming and outgoing mail; maintains and updates mailbox assignments. The role stores, organizes, distributes, orders, and secures office keys; requests building access permissions. It manages department phone trees, voicemail, office phones, and monitors telephone charges on a monthly basis. The role answers, screens, checks voicemail, and routes incoming telephone calls. It assists with CV collection, promotion and tenure, teaching observation letter collection, seminar fliers and announcements, room reservations, iPad loans, etc. The position orders and maintains office supplies and forms; maintains storage closet, authorizes purchases, and identifies cost-effective alternatives. It maintains various databases and/or spreadsheets. The role handles copier maintenance requests and shred bins. It may deliver documents/items across campus. The position maintains and updates listservs, SharePoint sites, teams/groups, and website. It spearheads and maintains project to transition from OneDrive to SharePoint site for shared internal document storage. It may process expense reports and other financial items. The role sets up and organizes filing systems. It may train others on various processes and procedures. It may collect work authorization documents and assist with other HR procedures. The position may coordinate domestic or foreign travel arrangements.

Requirements

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).

Nice To Haves

Very organized, proactive, possess strong communication skills, and have the ability to multitask and work independently.
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.

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.
Manages 1–4 student office workers; responsible for training, delegating tasks, maintaining progress, ensuring schedules 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.
Coordinates department events.
Submits facilities event setup requests, location reservations, 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, fliers, invitations, and other communications.
May attend events as a representative of the department.
Ensures the manager is appropriately prepared for daily operations.
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.