Job No. 152858
- Job Title:
- Senior Administrative Assistant - LGS
- Employer:
-
Emory University
- Location:
-
Atlanta , GA
- Posting Date:
- 23-Apr-2024
- Description:
-
Description
KEY RESPONSIBILITIES:
With minimal supervision, provides administrative support for a Chair or Assistant Dean of an academic or basic research unit or for an Assistant Vice President or Assistant Vice Provost (and above).
Oversees office operations and ensures office activities comply with policies and procedures.
Prepares or assists in the preparation of budgets, grant applications, proposals, status reports and financial statements.
Develops and maintains spreadsheets.
Initiates, processes and maintains records and invoices.
Keeps manager informed of account status, authorizes expenditures and identifies cost effective alternatives.
Maintains calendar, prepares daily schedule and prioritizes meeting requests for manager(s).
Ensures manager is appropriately prepared for daily activities.
Coordinates, attends, prepares materials for and/or takes minutes at meetings and special events.
Prepares charts and graphs for reports and presentations.
Reviews incoming correspondence and identifies items of special interest to manager or others.
Screens items that can be routinely handled and prepares appropriate responses.
Based on a knowledge of the manager's views, composes, edits and types correspondence, reports and manuscripts under minimal guidance.
May take dictation or transcribe from a machine.
Maintains various databases and/or spreadsheets.
Sets up and organizes filing systems.
Answers, screens and routes incoming telephone calls.
May supervise or direct the work of other administrative clerical/secretarial employees.
Oversees ordering and maintenance of office supplies and forms.
May coordinate domestic or foreign travel arrangements.
Performs related responsibilities as required.
Assists with payment requests, processing invoices, approving payment requests from students for professional development funds.
Processes receipts from students and deposits checks
Has a basic understanding of Emory finance policies, direct staff to the Emory policy library and use standard responses provided by the finance team to respond to policy related questions.
May provide administrative support for human resources activities.
Greet visitors and manage front desk, including main phone lines.
Enters and retrieves data from computer.
Establishes and maintains files and records.
Assist with new employee onboarding set up such as telephone services and coordinate with information technology services.
Coordinate office organization for office suites, break room, and meeting rooms.
Distributes incoming mail and packages to the appropriate employees.
Coordinates and schedules meetings, appointments, and special events.
May provide backup support during key LGS events.
Coordinate with LGS events coordinator, as needed, with LGS events such as commencement reception.
Basic research i.e., collect information from peer institutions.
Coordinate multiple schedules by creating doodle polls or other scheduling tools.
Add ELSP workshops and other events to Trumba calendar and help with marketing materials as needed.
MINIMUM QUALIFICATIONS:
A high school diploma or equivalent, and six years of secretarial or administrative support experience, OR a bachelor's degree and one year of administrative support experience.
Proficient with word processing, spreadsheet, and presentation software applications.
PREFERRED QUALIFICATIONS:
Service oriented, positive attitude, and professional presence to represent LGS brand.
Outstanding data management, administrative, organizational, and interpersonal skills.
Strong oral and written communication skills, attention to detail, and problem-solving skills.
Must be willing to learn and implement new technologies to enhance task performance.
Experience planning, organizing, and executing large meetings and events.
Demonstrated history of successfully completing concurrent projects with competing deadlines.
Ability to work independently in a fast-paced environment and adapt to changing priorities.
Ability to initiate and follow-through with minimal supervision as well as meet deadlines, work under pressure, adapt to changing priorities, be part of a collegial team and balance competing assignments.
Experience working in or demonstrated ability to work with diverse constituencies and support an inclusive environment.
Proficient with the Microsoft suite including Outlook, Excel, Word Forms, OneDrive, and PowerPoint.
Knowledge of Emory systems such as Emory Express, Compass, Trumba, 25Live, etc.
Experience in higher education.
Experience in business / finance office.
NOTE: Position tasks are generally required to be performed in-person at an Emory University location. Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.