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Administrative Support Specialist

1 month ago

Atlanta, Georgia, United States Emory University Full time
Job Summary

We are seeking an experienced Administrative Support Specialist to join our team at Emory University. The successful candidate will provide administrative support for one or more of the following: general management, a research environment, or a specific program.

Key Responsibilities
  • Provide administrative support for one or more of the following: general management, a research environment, or a specific program.
  • Ensure office activities comply with Emory policies and procedures.
  • Respond to incoming telephone calls.
  • Maintain calendars and prioritize meeting requests for management.
  • Review incoming correspondence and identify items of special interest to management; handle routine correspondence and prepare appropriate responses.
  • May complete forms, grant applications, and/or correspondence associated with programs.
  • Prepare charts and graphs for reports and presentations.
  • Create and edit scientific, programmatic, or other reports associated with the department's primary business.
  • Schedule meetings and handle logistics for meetings and special events.
  • Prepare materials for meetings and special events.
  • Initiate, process, and maintain records and invoices.
  • Keep management apprised of account status, identify 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.
  • Plan and coordinate travel arrangements.
  • Maintain databases and spreadsheets; may also analyze data and design/generate associated reports.
  • Establish and organize files and documents.
  • Oversee ordering and maintenance of office supplies.
  • May supervise or direct the work of support staff and/or students.
  • Perform related responsibilities as required.
Additional Job Details
  • Maintain faculty calendars and scheduling requests for the designated research enterprise.
  • Coordinate travel arrangements and associated expense reimbursement for faculty and guests.
  • Process check requests and deposits, reimbursements, invoices, honorarium requests, research participant payments (RPPFs), etc.
  • Facilitate GRA hiring and provide onboarding support as needed.
  • Facilitate off-site storage management of research records and information.
  • Reserve and prepare conference and meeting rooms as requested by the facilitator.
  • Provide situational awareness and appropriate escalation to the Senior Director of Business and Administration (SDBA).
  • Communicate facility needs to the Asst Dir, Program as needed.
  • Support onboarding and offboarding of staff and student employees in conjunction with research enterprise staff and Asst Dir, Program.
  • Support purchase requests by providing relevant RSPH, EMUNV, and external vendors.
  • Provide operational guidance and support, including identification of relevant training.
  • Provide situational awareness and appropriate escalation to SDBA when needed.
  • Communicate facility needs to the Asst Dir, Program as needed.
  • Support administrative needs related to Ph.D. and MPH programs and events.
  • Coordinate travel and expense reimbursements for non-employee students.
  • Collaborate with internal and external stakeholders for administrative support of Teaching Assistants.
  • Reserve and prepare department conference and meeting rooms as requested by the facilitator.
Minimum Qualifications
  • 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 (OneDrive, Zoom, Teams, and/or others).
Preferred Qualifications
  • Experience in an academic setting and functions well within a team.
  • Experience navigating a rapidly changing organizational environment and establishing new operational processes.
  • Proficiency in all Microsoft Office Suite applications, including Word, Excel, and PowerPoint, as well as Outlook.
  • Proficiency in other administrative support systems/applications and demonstrated experience streamlining and improving administrative processes.

Emory University is an equal opportunity employer and welcomes applications from diverse candidates. We are committed to providing a work environment that is inclusive and respectful of all employees. If you require accommodations during the application process, please contact the Department of Equity and Inclusion at 201 Dowman Drive, Administration Building, Atlanta, GA.