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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

The MDP Administrative Assistant supports Team MDP (Director, Associate Director, Assistant Director) in organizing, coordinating, and planning operational facets of the program, including financial management, human resource management, maintenance of databases and records, and communications, particularly in program operations. A strong work ethic, excellent communication and interpersonal skills, and ability to work on multiple fronts and in a fast-paced environment are key to being successful in this position.

JOB DESCRIPTION:

• Provides administrative support for one of the following (or a combination): 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 filing systems.

• Oversees ordering and maintenance of office supplies.

• May supervise or direct the work of support staff and/or students.

• Performs related responsibilities as required.

OTHER JOB DETAILS:

Financial Management: 50%

• Assists in planning, administering, and monitoring program expenses, including operational and instructional expenses.

• Processes payment requests and journal entries for invoices, funds transfers, honoraries, and wire transfers.

• Processes funding for students, faculty, staff, visitors/guests, and partners.

• Reviews and processes expense reports for MDP leadership and staff.

• Assists with research grants monitoring and payment processing held by MDP faculty and staff.

Operations: 50%

• Processes hires of student employees and temporary/visiting instructors.

• Act as liaison to Emory Human Resources to ensure compliance with human resource policies, and with LGS Human Resources to facilitate hiring and record-keeping.

• Coordinates organization of outreach, recruitment, and student/alumni engagement.

• Works with and handles inquiries from prospective students and supports admissions processes.

• Liaises with International Scholar Support Services to aid in prospective student matriculation.

• Maintains program’s archival records (electronic and paper filing systems).

• Supports management of frequently used listservs and platforms.

• Contributes to the development of materials and training for finance, travel, operations, and logistics.

• Manages events, including securing space, caterer, and guest list.

• Research and monitor Emory University policies to ensure compliance.

• Anticipates, coordinates, and monitors office space and supply needs.

• Responds to emails and phone calls promptly and professionally.

• Assists with and coordinates the admissions process.

• Support day-to-day office operations.

• Provide other administrative support as needed.

MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent and five years of clerical or secretarial experience, or a bachelor's degree.

• Proficiency with various personal computer software applications.

• Positions in this classification may require keyboarding skills.

PREFERRED QUALIFICATIONS:

• A bachelor's degree and two to three years of clerical or secretarial experience.

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.

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 129044

Job Type Regular Full-Time

Division Graduate School

Department GRS: Development Practice MDP

This position may involve the following Health and Safety issues: Not Applicable

Job Category Clerical & Administrative

Campus Location (For Posting) : City Atlanta

Location : Name Emory Campus-Clifton Corridor