Administrative Assistant, Computer Science - Emory College of Arts and Sciences

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Description

Administrative Assistants provide administrative support for one or more of the following: general management, a research environment or a specific program.

 

KEY RESPONSIBILITIES:

• 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.

MINIMUM QUALIFICATIONS:

• 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).

ADDITIONAL JOB DETAILS:

• The administrative assistant is the first point of contact for many department matters.
• Provides general administrative support: Screens and handles routine items, drafts and edits correspondence, reports, presentations, and other documents as needed.
• Aids in records maintenance (SharePoint, OneDrive, and other).
• Oversees department social media presence.
• Calendar and correspondence management: Maintains the department’s calendar, prioritizes meeting requests, reviews incoming correspondence and identifies key items.
• Hires and supervises Federal Work Study students: interview and hire appropriate candidates, manage the FWS budget for the semester accurately, assign tasks and ensure completion and quality.
• Manages project tracking and communicates needs to stakeholders.
• Supports program coordinators with syllabus collection, class scheduling, events, and other routine tasks.
• Executive Support: trusted partner and key liaison to leadership.
• Supports lead staff with faculty recruitment and promotion, document compilation and maintaining records.
• Books rooms for department and program events.
• Support faculty with book adoptions and desk copies.
• Manages events, including planning, marketing, coordination, and execution.
• Coordinates visitors travel, accommodations, and manages schedules where applicable.
• Aids in facilities and building management.
• Other duties as required.

PREFERRED QUALIFICATIONS:

• The preferred candidate has strong organization and problem-solving skills.
• Preferred software skills: PeopleSoft, Cascade, Emory Express, Compass.

NOTE: Position tasks are required to be performed in-person at an Emory University location; working remote is not an option. Emory reserves the right to change this status with notice to employee. 

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 fac