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Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

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:

• Fills the gaps to assist the program coordinator with implementing certain aspects of the program.

• Responsibilities will include: Schedule meetings and handle logistics for meetings and special events, including the weekly academic seminars. Prepare materials for meetings and special events.

• Initiates, processes, and maintains records and invoices.

• Monitor or maintain budgets, assist with budget development, and prepare related expense reports and reimbursements.

• Plans and coordinates travel arrangements.

• Oversees ordering and maintenance of office supplies.

• May supervise or direct the work of students.

Humphrey Fellowship Program

Logistics and Operations

• Make space reservations

• Maintain paper and electronic files and documents

• Send and receive communication, including mail, FedEx deliveries, and faxes

• Create transportation (ride/share) or van rental reservations

• Maintain Humphrey administrative email account: Humphreyfellowship@emory.edu

• Assist with listserv maintenance

Event Planning

• Assist with planning Friendship Family Event, Noon Time Seminar, Holiday Party and Closing Ceremony

• Assist in creating agendas and talking points

• Confirm logistics (including catering, reservations, agendas, etc.) for annual events, including -Retreats, Friendship Family and Friends Reception, Holiday Party, Noon Time Seminar Fellows’ Rochat Picnic, and Closing Ceremony

• Set up invitations (evite and outlook calendar events)

• Assist Coordinators with Associate Campus Partner events

• May attend Global Leadership Forum in Washington, D.C. (October)

Marketing and Communications

• Assist with creation, design of digital brochure

• Create and order business cards

• Update Emory Humphrey website with photos and biographies (through IT Services)

• Save photos and videos

• Assist with social media as necessary

• Create marketing for newsletters and flyers for special events, as necessary

Orientation

• Assist with schedule airport pick-up if necessary

• Assist with planning and coordinating agenda and attend events as necessary

• Confirm special guests and vendors including, Villa International, Emory Card Office, Rollins

Fulfillment Services

• Reserve space and transportation rentals, place catering orders

• Request speakers for orientation, set up in person or zoom, send reminders to speakers

• Review and update Orientation and Welcome Manual

Humphrey Seminar

• Assist with logistics for seminar, site visit, reflection activities: IT support, travel logistics

• Facilitate administrative updates during seminar sessions

• Assist with Canvas

• Facilitate Humphrey Seminar if Coordinators are unavailable

Finances

• Assist in preparing and submitting expense reports

• Assist as needed with contracts and grant proposals

• Assist with making program purchases through vendors and/or credit card

• Assist Coordinators to Track and report fellows’ course enrollment

• Contribute to and submit mid-year and end-of-year IIE reports as needed

• Support team in 5-year Humphrey Grant Proposal

• Update Humphrey Operations Manual on rolling basis

• Assist in updating PA report or other documents as necessary

CONVERGE Training Program

Annual In-Country Meeting

• Support travel logistics for the Annual In-Country Meeting, including: booking flights and hotels, collecting information for visa applications

• Processing trip expense reports, reimbursements, and per diem

One-month intensive training held at Emory

• Travel support: booking flights and lodging, coordinating transportation, coordinating visas

• IT support: set up computers and projectors, save Zoom recordings, help with the Canvas page, work within OneDrive

• Support Fellows in setting up Emory technology accounts and accessing Emory resources

• Ensure room and materials are prepared for sessions, in coordination with Research Projects Manager and session trainers: room setup, printing materials, equipment setup and return

• Reserve rooms

• Process expenses related to training and travel

• Assist with updating the welcome manual

Ongoing Fellow Support

• Support Fellow conference attendance: coordinating travel, registration payment, processing reimbursements, tracking budget

• Process expenses, including advances and reimbursements, and tracking budgets for Fellow research awards

• Work with the Research Manager to assist Fellows with Emory technology access (OneDrive, Canvas, Zoom)

Other Responsibilities

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: 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 in the 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 133784

Job Type Regular Full-Time

Division School Of Public Health

Department SPH: Global Health

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