Discover Your Career at Emory University

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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.

ADDITIONAL JOB DETAILS:

A research team within the Department of Epidemiology at the Rollins School of Public Health, Emory University is seeking a part-time Senior Administrative Assistant to a support an investigator’s research and administrative work on tuberculosis (TB), including drug-resistant TB, TB/HIV co-infection, and latent TB infection, as well as examining the impact of TB on non-communicable diseases such as diabetes. This team collaborates with partners at domestic and international institutions.

As the Senior Administrative Assistant, this position will play a pivotal role in ensuring the efficient operation of the investigator’s academic and administrative responsibilities, including support for the TB Research Advancement Center (TRAC). By facilitating the smooth operation of the investigator’s research team and the TRAC, the Senior Administrative Assistant will help to amplify the public health impact of his research program. This role requires a proactive and resourceful individual who can anticipate needs, manage priorities, and maintain the smooth functioning of the investigator’s professional endeavors. This role will adhere to a hybrid work model with in-person work expected 2-3 days per week and availability at least 4 days per week (20-30 hours per week). This position will report directly to the investigator, the TRAC Program Director, and the Research Program Director.

Key Responsibilities

• Calendar Management: Effectively manage investigator’s calendar, scheduling academic appointments, research meetings, and other engagements. Ensure that his schedule is optimized to maximize productivity.

• Communication: Act as the primary point of contact between the investigator and internal/external stakeholders for scheduling meetings and events, including students, colleagues, staff, and research partners. Handle correspondence, emails, and phone calls regarding scheduling in a professional and confidential manner.

• Meeting and Event Preparation: Assist in preparing agendas, materials, and presentations for academic and research meetings. When necessary, reserve rooms, collect RSVPs, order catering and coordinate with caterers, facilities and IT for room set-up. Attend meetings, take minutes, collect attendance information, and follow up on action items as required.

• Travel Coordination: Arrange travel itineraries, accommodation, and logistics for academic conferences and research-related domestic and international travel. Monitor travel expenses and ensure adherence to budgetary guidelines.

• Expense Management: Process expense reports and ensure timely reimbursement for the investigator’s research expenses.

• Document Management: Maintain accurate and organized records, documents, and research files. Assist with document drafting, editing, and proofreading as needed.

• General Support: Undertake ad-hoc tasks and assignments as requested by the investigator and/or one of the Program Directors to facilitate academic and research endeavors.

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:

• Bachelor's degree preferred.

• Proven experience as an Administrative Assistant or in a similar role, ideally within an academic or research setting.

• Exceptional organizational and time management skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite and relevant software.

• Ability to multitask and prioritize effectively.

• Discretion and trustworthiness in handling sensitive data and communications.

• Strong problem-solving skills and attention to detail.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency inthe state of GA. Emory reserves the right to change remote work status with notice toemployee.

Emory Supports a Diverse and Inclusive Culture

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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Job Number 136284

Job Type Regular Full-Time

Division School Of Public Health

Department SPH: Epidemiology

This position may involve the following Health and Safety issues: Not Applicable

Job Category Administrative and Business Support

Campus Location (For Posting) : City Atlanta

Location : Name Emory Campus-Clifton Corridor