The Carter Center: Administrative Assistant, Operations, Part-Time

Emory University•Atlanta, GA

1d•Hybrid

About The Position

The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health. The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center’s many programs and activities are available at The Carter Center SUMMARY: With minimal supervision, the Administrative Assistant supports the Director, Volunteer and Art Services in volunteer management and event planning. Screens and selects volunteers from the applicant pool. Facilitates volunteers (approximately100+) in acclimation to the work environment and places them in specific volunteer assignments based on an assessment of their skills and interests. Helps organize and run volunteer appreciation events. Assists with docent training and conducts tours as needed. Creates and maintains databases and filing systems and generates reports. Processes incoming mail and prepares mailings. Assists in the accessioning of new items in the Center’s art portfolio. Provides administrative support to the Managers and may backup the events department in managing either a site visit or during an event. FORMAL JOB DESCRIPTION: Administrative Assistants provide administrative support for one or more of the following: general management, a research environment or a specific program.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.

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).
Applicants must be currently authorized to work in the United States for any employer.

Nice To Haves

Good interpersonal and communication skills.
Ability to multitask.
Previous experience working with volunteers and an interest in art.
Several years’ experience in an NGO, museum, or volunteer management-related field.
Working knowledge of Microsoft Office software applications.
Experience with databases is helpful.
Flexibility to work occasional nights and weekends.

Responsibilities

Supports the Director, Volunteer and Art Services in volunteer management and event planning.
Screens and selects volunteers from the applicant pool.
Facilitates volunteers (approximately100+) in acclimation to the work environment and places them in specific volunteer assignments based on an assessment of their skills and interests.
Helps organize and run volunteer appreciation events.
Assists with docent training and conducts tours as needed.
Creates and maintains databases and filing systems and generates reports.
Processes incoming mail and prepares mailings.
Assists in the accessioning of new items in the Center’s art portfolio.
Provides administrative support to the Managers and may backup the events department in managing either a site visit or during an event.
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.