Job details

Administrative Assistant - Oxford College of Emory University

Discover Your Career at Emory University:

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:

This position provides administrative support for the Associate Dean of Academic Affairs, the Academic Support Center (ASC) and the Oxford College Writing and Communication Center (OCWCC).

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.

ADDITIONAL JOB DETAILS:

Coordinates accommodated student testing including management of testing space(s)
Collecting exam materials and instructions from faculty, issuance of exams to students, returning exam materials to faculty, assistance with DAS registered student final exams (reserving alternate spaces, scheduling, and other logistics), and other duties as assigned related to testing.
Supervises/ directs the work of student employees within the ASC and the OCWCC.
Manages student payroll, including weekly timecard review, adjustments, and approvals.
Creates and manages shared calendars/ advising systems and prioritizes meeting requests for management.
Reviews incoming correspondence and identifies items of special interest to management; handles routine correspondence and prepares appropriate responses.
Completes forms, applications, and/or correspondence associated with programs.
Establishes and organizes filing systems according to Emory records retention policy.
Oversees ordering and maintenance of office supplies for the OCWCC, ASC, and Academic Affairs.
Assists with event planning and implementation for activities and events; creates and distributes publicity materials to campus partners as appropriate (posters, flyers, digital slides etc.); manage and contribute to OCWCC social media accounts; assist the OCWCC Director with managing and updating the website.

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:

Proficiency with Microsoft (Outlook, PowerPoint, and Excel) and social media applications.
Bachelor’s degree

A successful candidate will possess the following competencies and skills:

Dedication to providing a high level of customer service
Excellent communication skills, both verbal and written
Ability to maintain confidentiality
Thrives in a team environment
Excellent organizational skills, including the ability to explain systems and processes to staff, students, and campus partners
Ability to collaborate effectively with staff, faculty, and students
Experience with and/or interest in learning about writing centers, inclusive pedagogy, and principles of academic support
Experience with and/or interest in learning design programs like Canva or Photoshop
Experience with and/or interest in learning about social media management
Experience with and/or interest in learning WCOnline or other scheduling systems
Cultural competence and/or experience with diversity, equity, and inclusion work

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 of work. Emory reserves the right to change remote work status with notice to employee.

Emory Supports a Diverse and Inclusive Culture:

The COVID-19 vaccine or an approved exemption is currently only required for individuals working in a clinical setting. For more information on the University or Hospital policies, including exemptions, please see our website.

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.

By Emory University

"Have a Coke and a smile" means more to Emory University than it does to the rest of the world. The school, which has some 13,300 students and about 12,500 staff and faculty members, has a very low student-teacher ratio of about 7:1. It changed fr...

26 jobs

FUNDING

Nonprofit

INDUSTRY

Colleges & Universities

TEAM SIZE

10000+

LOCATION

Hybrid, based in Atlanta, GA

DATE POSTED

July 19, 2023