Administrative Assistant - Laney Graduate School

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Description

The Laney Graduate School seeks an Administrative Assistant to support the Master's in Development Practice (MDP) Program, reporting to the Assistant Director of Academics and Operations. This position is responsible for coordinating and supporting the day-to-day operational functions of the program, including financial administration, human resources processes, database and records management, communications, and program logistics. The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Strong communication, interpersonal, and problem-solving skills, along with a strong work ethic and commitment to excellent service, are essential for success in this role. Occasional work outside of standard business hours may be required.

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 PROVIDED BY LANEY GRADUATE SCHOOL:

• Financial Management: 50%
  • Assists in planning, administering, and monitoring program expenses, including operational and instructional.
  • Processes payment requests and journal entries for invoices, funds transfers, honoraria, 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 student employee hires, temporary/visiting instructors, and faculty hires.
  • Liaises with Emory Human Resources to ensure compliance with human resources policies, and with LGS Human Resources to facilitate hiring and record-keeping.
  • Coordinates organization of outreach, recruitment, and student/alumni engagement.
  • 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, catering, and guest lists.
  • Researches and monitors 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.
  • Supports day-to-day office operations.
  • Provides other administrative support as needed.

VISA SPONSORSHIP:

• The Emory Master’s in Development Practice (MDP) program is unable to provide visa sponsorship for this position at this time.

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 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.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with 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 (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD). Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at [email protected] or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.