About the position
The Senior Administrative Assistant role at Emory University is a pivotal position within the Finance & Business division, providing essential administrative support to high-level executives such as a Chair, Assistant Dean, Assistant Vice President, or Assistant Vice Provost. This position requires a high degree of independence and initiative, as the assistant will manage various office operations, ensuring compliance with university policies and procedures. The role involves preparing and assisting in the preparation of budgets, grant applications, proposals, status reports, and financial statements, which are critical for the functioning of the department. In addition to financial documentation, the Senior Administrative Assistant will develop and maintain spreadsheets, initiate and process records and invoices, and keep the manager informed of account statuses. This includes authorizing expenditures and identifying cost-effective alternatives. The assistant will also manage the calendar of the manager, prioritize meeting requests, and ensure that the manager is well-prepared for daily activities. This role requires coordination of meetings, preparation of materials, and taking minutes during meetings and special events. The position also involves reviewing incoming correspondence, screening items for the manager, and composing, editing, and typing correspondence and reports with minimal guidance. The assistant may supervise other administrative staff, oversee office supply orders, and coordinate travel arrangements. Specific responsibilities include managing contract-related support, vendor communications, and organizing reports related to contract workflows. The role is integral to planning and supporting large departmental events and assisting with various other support needs as assigned.
Responsibilities
• Provides administrative support for a Chair or Assistant Dean or for an Assistant Vice President or Assistant Vice Provost.
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• Oversees office operations and ensures compliance with policies and procedures.
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• Prepares or assists in the preparation of budgets, grant applications, proposals, status reports, and financial statements.
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• Develops and maintains spreadsheets.
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• Initiates, processes, and maintains records and invoices.
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• Keeps manager informed of account status, authorizes expenditures, and identifies cost-effective alternatives.
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• Maintains calendar, prepares daily schedule, and prioritizes meeting requests for manager(s).
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• Ensures manager is appropriately prepared for daily activities.
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• Coordinates, attends, prepares materials for, and/or takes minutes at meetings and special events.
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• Prepares charts and graphs for reports and presentations.
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• Reviews incoming correspondence and identifies items of special interest to manager or others.
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• Screens items that can be routinely handled and prepares appropriate responses.
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• Composes, edits, and types correspondence, reports, and manuscripts under minimal guidance.
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• Maintains various databases and/or spreadsheets.
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• Sets up and organizes filing systems.
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• Answers, screens, and routes incoming telephone calls.
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• May supervise or direct the work of other administrative clerical/secretarial employees.
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• Oversees ordering and maintenance of office supplies and forms.
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• May coordinate domestic or foreign travel arrangements.
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• Performs related responsibilities as required.
Requirements
• A high school diploma or equivalent, and six years of secretarial or administrative support experience, OR a bachelor’s degree and one year of administrative support experience.
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• Proficient with word processing, spreadsheet, and presentation software applications, particularly Microsoft Office (Word, Outlook, PowerPoint, Excel).
Nice-to-haves
• Experience with Microsoft Office with an emphasis on Word, Outlook, PowerPoint, and Excel.
Benefits
