Administrative Assistant, Student Health Services - Campus Life - Emory University : Job Details

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Description

Emory University Student Health Services provides outpatient care for enrolled Emory students and their families (spouses, domestic partners, and unmarried children over 18 years of age). The Administrative Assistant is an integral part of Student Health Services (SHS) by providing administrative support, aiding in managing office operations and providing administrative support to the Executive Director. This position reports to the Senior Operations Manager and is key position within our SHS administrative team.

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.

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).

ADDITIONAL JOB DETAILS:

* Supports the Executive Director with their Outlook calendar, meeting schedule management and email management as needed.

* Supports the Executive Director with travel arrangements (i.e., lodging, flights, conference registration, etc.).

* Under general supervision, coordinates activities related to credentialing and privileging of applicable Medical Staff. Serves as a SHS liaison between the various EHC and SOM human resource departments.

* Manages expense receipts, reimbursements, and purchasing for the Executive Director, including professional development, and continuing medical education expense tracking; expense management, purchasing and tracking for other executive staff as needed.

* Processes invoices as directed by the Executive Director or Senior Operations Manager.

* Oversees ordering and maintenance of office supplies and other items for Student Health Services.

* Supports the Executive Director and the Senior Operations Manager with special projects and events management and implementation as directed.

* Coordinates AAAHC accreditation management, maintenance, projects, and survey scheduling under the direction of the Executive Director.

* Supports the Executive Director or other executive team members with various data collection and management projects as needed which may include patient satisfaction surveys and the Annual Report or Impact Statement.

* Manages meeting agendas and minutes for SHS Executive Team Meetings, and other meetings as assigned by the

* Executive Director or the Director of Strategic Initiatives for AAAHC.

* Arranges and schedules meetings as requested by the Senior Operations Manager or the Executive Director along with managing the associated coordination such as preparing and sharing documents, completing orders, and making reservations.

* Supports the Executive Director during the process of searching, hiring, and new hire onboarding of executive lead positions, including creating electronic personnel files.

* Under the supervision/guidance of the Senior Operations Manager, collaborates with Sr. Medical Secretary in facilitating and planning of retreats, town halls, and other office wide events.

* Serves as coverage for Senior. Medical Secretary and Senior Operations Manager as appropriate as needed.Establishes and organizes electronic filing systems.

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-###-#### (V) | 404-###-#### (TDD). Please note that one week advance notice is preferred.