Administrative Assistant, Mathematics - Emory College of Arts and Sciences

Emory University•Atlanta, GA

1h•Onsite

About The Position

The Administrative Assistant provides administrative support to the Mathematics department and its leadership, reporting directly to the Department’s Assistant Program Director. The role oversees office operations and helps ensure compliance with Emory policies and procedures. It maintains department communications, calendars, websites, internal documents, announcements, listservs, signage, directories, mail, phone systems, office supplies, records, and databases. The position also supports financial and HR processes, travel, visitors and faculty, student workers, projects, meetings, and department events. Tasks are generally performed in person at an Emory University location; remote-work days may be granted at the department’s discretion, and Emory may change remote-work status with notice.

Requirements

Bachelor’s 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 collaboration tools such as OneDrive, Zoom, Teams, or others.

Nice To Haves

Strong organization, proactive approach, and strong communication skills.
Ability to multitask and work independently.
Self-motivated, accountable, and skilled at problem-solving, investigating solutions, and following through to positive outcomes.
Strong proficiency in Microsoft Word, Excel, Outlook email, and Outlook calendar.

Responsibilities

Provide administrative support to department leadership and ensure the manager is prepared for daily operations.
Oversee office operations and ensure activities comply with policies and procedures; proactively communicate policy and procedure updates.
Maintain department communications, calendars, websites, internal documents, announcements, listservs, signage, nameplates, lobby directories, phone trees, voicemail, and office phones.
Manage the front desk as the first point of contact for visitors, students, and faculty; provide information and route incoming calls.
Manage incoming and outgoing mail and update mailbox assignments.
Organize, distribute, order, and secure office keys; request building access permissions.
Monitor telephone charges monthly and handle copier maintenance requests and shred bins.
Assist with CV collection, promotion and tenure processes, teaching observation letters, seminar announcements, room reservations, and iPad loans.
Order and maintain office supplies and forms, maintain the storage closet, authorize purchases, and identify cost-effective alternatives.
Maintain databases, spreadsheets, shared online documents, SharePoint sites, teams, groups, and other records; help transition shared document storage from OneDrive to SharePoint.
Prepare project plans and timelines, track progress on multiple projects, follow up on completion, and keep the manager informed of project status.
Initiate, process, and maintain records and invoices in accordance with policies and procedures; may process expense reports and other financial items.
Prepare charts and graphs for ongoing and ad hoc reports and presentations.
Set up and organize filing systems using approved file-naming conventions.
May train others on processes and procedures, collect work authorization documents, and assist with HR procedures.
May coordinate domestic or international travel and deliver documents or items across campus.
Support visitors and faculty with hotel reservations, travel arrangements, office or desk assignments, and orientation for new faculty.
Coordinate faculty recruitment logistics, including advertisement postings, recruitment reports, and interview schedules; submit sponsored-account and Emory ID Card requests for department visitors.
Manage 1–4 student office workers, including training, delegation, task tracking, scheduling, performance matters, timesheet approval, and HR logistics.
Coordinate department events, including facilities setup requests, location reservations, attendance lists, name tags, catering, supplies, event setup, and basic technology needs.
Coordinate and attend meetings and special events; prepare materials and may take minutes or represent the department at events.
Create and distribute announcements, fliers, invitations, and other communications.
Maintain the manager’s calendar, prepare the daily schedule, and prioritize meeting requests.
Review incoming correspondence, identify items of special interest, screen routine matters, and prepare appropriate responses.
Compose, edit, and type correspondence, reports, and manuscripts with minimal guidance.
Perform related responsibilities as needed or required.