Job Information
Emory Healthcare/Emory University Administrative Assistant | School of Medicine - Pediatrics in Atlanta, Georgia
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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:
Provide administrative support to management and team members, including multiple calendar management, scheduling meetings coordination, and document preparation.
Anticipate challenges and proactively solve problems, offering innovative and cost-effective solutions.
Organize team events, office activities, and projects, actively contributing ideas that enhance teamwork and productivity.
Serve as a communication hub between departments and external partners, ensuring smooth communication and strong relationships.
Collaborate on the development of presentations, reports, and other materials.
Identify opportunities to enhance office workflows, suggesting and implementing strategies for greater efficiency.
Lead and manage ad hoc projects with a high degree of independence while collaborating effectively with the team.
Handle incoming emails and Teams messages, organize calendar priorities, and manage communications with management or team members.
Maintain databases and spreadsheets in Excel.
Organize and optimize electronic filing systems using OneDrive and Microsoft Teams.
Ensure timely follow-up with staff and team members to track progress and address any issues.
Coordinate meetings for team members by using survey polls (Doodle, Calendly etc.) to gather availability and scheduling for all participants.
Schedule and organize meetings using Zoom, ensuring proper setup and distribution of meeting invitations.
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).
PREFERRED QUALIFICATIONS:
A high school diploma or equivalent and five years of clerical or secretarial experience, or a bachelor’s degree.
Proven experience in an administrative role or similar position, demonstrating strong initiative and a commitment to team success.
Exceptional communication skills (both written and verbal) and a collaborative mindset that enables effective cross-departmental teamwork.
Excellent organizational skills, with the ability to multitask and pay close attention to detail in a fast-paced environment.
Creative thinker who consistently provides actionable suggestions and solves problems in new and efficient ways.
Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Teams) with strong Excel skills, including advanced features such as using formulas and VLOOKUP.
NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University location as needed. All biweekly employees must reside within the State of Georgia. 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 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 134812
Job Type Regular Full-Time
Division School Of Medicine
Department SOM: Peds: Administration
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