Administrative Assistant - School of Medicine, Pathology

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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.

ADDITIONAL JOB DETAILS:

• Working under general direction, the administrative assistant will perform diverse duties of an administrative nature requiring accuracy, and will have overall responsibility for the smooth functioning within the Pathology Advanced Translational Research Unit (PATRU).
• The administrative assistant is responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about the activities of the unit.
• The position will assist in placing orders and coordinating routine activities associated with a research project to include data maintenance, grant expenditure adherence, and expense reports.
• This position will provide administrative support to the center directors, principal investigators, and staff, will coordinate events, and meetings, relay messages to appropriate parties, arrange conference calls and video meetings.
• The administrative assistant will facilitate communications between department and the university, will greet visitors from local and foreign institutions, make travel and lodging arrangement for guests as needed.
• The administrative assistant will coordinate communications on behalf of the unit, including promoting the unit throughout the university, will disburse correspondence via e-mail, message boards, flyers, interoffice and regular mail.

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).

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.

Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Please note that one week advance notice is preferred.