Administrative Assistant (ETS)| Temporary

Emory•Atlanta, GA

2d•Hybrid

About The Position

The Laney Graduate School at Emory University seeks a temporary Administrative Assistant to support the Master's in Development Practice (MDP) Program. This role reports to the Assistant Director of Academics and Operations and is responsible for coordinating and supporting the day-to-day operational functions of the program. Key areas of responsibility include financial administration, human resources processes, database and records management, communications, and program logistics. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Strong communication, interpersonal, and problem-solving skills, along with a strong work ethic and commitment to excellent service, are essential. Occasional work outside of standard business hours may be required.

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 to three years of clerical or secretarial experience.

Responsibilities

Provides administrative support for 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 the 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.
Assists in planning, administering, and monitoring program expenses, including operational and instructional.
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.
Processes student employee hires, temporary/visiting instructors, and faculty hires.
Liaises with Emory Human Resources to ensure compliance with human resources policies, and with LGS Human Resources to facilitate hiring and record-keeping.
Coordinates organization of outreach, recruitment, and student/alumni engagement.
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, catering, and guest lists.
Researches and monitors 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.
Supports day-to-day office operations.
Provides other administrative support as needed.