The Carter Center: Administrative Assistant, Procurement, Overseas Operations

at  Emory University

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Description:
The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health.
The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center’s many programs and activities are available at The Carter Center.

SUMMARY:

The Administrative Assistant, Procurement is responsible for providing the necessary support to the Overseas Operations Procurement team, including the timely acquisition of goods and services; maintaining accurate records of purchases and shipment details; handling routine correspondence with suppliers, programs, and country offices; and assisting the team with administrative functions (including data entry and invoice processing). This position will report to the Procurement Coordinator in Overseas Operations. Hostile Environment Awareness Training (HEAT) may be required.

FORMAL JOB DESCRIPTION:

• Administrative Assistants provide administrative support for one or more of the following: general management, a research environment or a specific program.
• 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).

PREFERRED QUALIFICATIONS:

• A bachelor’s degree in business administration, communications, or a related field, and two years of experience in procurement or office. administration.
• Proficiency with Microsoft Office, database applications, and cloud-based applications and software.
• Requires the ability to lift 50 pounds, and to bend, stoop, and twist.
• International experience and French and/or Portuguese language proficiency an asset.
• Working knowledge of procurement or project management software is preferred.
• Strong problem-solving skills with excellent organization and strong attention to detail.
• Proactive attitude and ability to work independently as well as part of a small team.
  NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines. All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to employee. Applicants must be currently authorized to work in the United States for any employer.
  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

• Procurement: Assists in the sourcing of purchase requests and verify that purchases have been received. Ensures compliance with company financial and procurement policies and procedures. Assists with the export process of items purchased in the United States or overseas and shipped to their final destination.
• Logistics: Coordinates with the programs, overseas logistics teams, and freight companies to ensure timely shipments. Resolve any issues or discrepancies related to orders or delivery. Packs and prepares items for shipment overseas.
• Administrative: Prepares the paperwork necessary to facilitate shipping, including donation letters, commercial invoices, and packing lists. Tracks invoices from vendors to ensure all Carter Center accounts remain current. Packs and prepares items for shipment overseas. May assist in reviewing contracts to verify alignment with institutional requirements.
• Communications: Handles timely written correspondence or phone calls with suppliers and freight companies. May perform other duties as needed, including various special assignments, studies, and archiving that may require investigation, research, and preparation of reports on specific topics.
• Policies and Procedures: Ensures compliance with all organizational policies and procedures. Coordinates efficient office procedures in support of program activities.
• Professional Development: Maintains professional growth and development of self by identifying educational/training programs, professional organizations, activities, and resources to maintain knowledge of national trends and to promote leading-edge expertise.
• Other: Performs other duties as assigned.