Administrative Assistant

Details

Posted: 11-Jan-24

Location: Fairfax, VA, Virginia

Salary: Open

Categories:

Staff/Administrative

Internal Number: 10000244

Department: Academic Administration

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (40 hrs/week)

Location: Fairfax Campus

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of the Provost provides leadership and guidance to support and achieve the academic mission for George Mason University. The various colleges, schools and institutes rely on this office for programmatic support; policy expertise; and exceptional customer service. In addition, the Provost Office plays a crucial and high-profile role with the University's governing board, the Board of Visitors.

About the Position:

This position provides administrative and executive scheduling support to the Office of the Provost and Executive Vice President and the Vice President for University Life. This position will support a variety of office functions for the Office of the Provost and University Life including, but not limited to: assisting in managing the Provost's calendar and daily schedule, assisting with the coordination of events and meetings, and making arrangements for meetings and delegations with both external constituents as well as internal faculty, staff and students.

Responsibilities:

• Customer Service:
  • Provide excellent customer service in a calm, professional and empathetic manner to all key customer groups, including but not limited to students; students' families; University Leadership and outside callers; Board members and potential donors;
  • Intercept unscheduled visitors who are in need of further information, direction or interaction; redirect to other offices/functions/individuals as appropriate;
  • Manage and direct outside visitors to appropriate resources and offices within the University;
  • Assess when issues need to be escalated to those within the Office of the Provost or University Life; learn the functions of units in order to appropriately refer and follow-up; and
  • Track and coordinate responses of student inquiries. 
    
• Event Coordination and Support:
  • Manage and schedule various events hosted by University Life and the Office of the Provost. Work with catering, room reservation system, University events, other departments on planning and coordination of events;
  • Plan, promote, coordinate with other departments, and monitor special events and ongoing meetings (which may include retreats, reoccurring staff meetings, Advisory Board Meetings, annual events and meetings, etc.);
  • Prepare meeting/event materials (agendas, nametags, etc.); attend meetings as requested and prepare notes/summary materials and follow-ups as necessary; and
  • For events involving the President, work closely with the Office of the President's staff to provide all necessary and requested information accurately and on-time. 
    
• Administrative Support:
  • Work closely with the Operations and Administration Manager to manage the Provost's calendar and daily schedule; proactively resolving calendaring conflicts before they arise;
  • Develop collaborative and collegial relationships with other administrative support personnel throughout the university to maximize work efficiencies; 
  • Respond to internal and external scheduling requests and ensuring that preparation materials are received in advance;
  • As a member of the administrative team, serve as back-up scheduling and administrative support to University Life;
  • Responsible for assisting with the preparation, creation, and maintenance of reports, documents, spreadsheets, and databases as needed, including but not limited to: list-serves, mesa, work orders and file maintenance; and
  • Attend meetings as requested to serve as note taker and provide summary notes to attendees highlighting action items. 
    
• Fiscal:
  • Assist with the processing of reimbursements and foundation vouchers;
  • Ensure state and GMU regulations; procedures and time lines are followed when performing all tasks including purchasing; use GMU P-Card and eVa to purchase various items; and
  • Manage travel schedules, logistics and corresponding reimbursements for University Life and the Office of the Provost.

Required Qualifications:

• High school diploma or equivalent combination of education and experience; 
• Experience in a fast-paced executive office and demonstrated customer service experience required. Experience managing executive level calendars;
• Experience in higher education setting;
• Extensive knowledge of professional office procedures;
• Demonstrated computer skills to include Microsoft Office Suite and Zoom;
• Demonstrated writing and communication skills; and
• Ability to work under pressure; multitask; handle confidential issues; work well with others in a team environment; must have a professional demeanor.

Preferred Qualifications:

• Associate's degree in related field or equivalent combination of education and experience;
• Demonstrated experience to successfully work and communicate with a diverse internal and external community in a professional manner; and
• Familiar with state guidelines for placing and receiving orders, reconciliation and processing reimbursements.

Instructions to Applicants: 

For full consideration, applicants must apply for Administrative Assistant (03353z) at https://jobs.gmu.edu/ ; complete and submit the online application; and provide a cover letter, resume, and a list of three professional references with contact information.

Posting Open Date: November 20, 2023

For Full Consideration, Apply by: December 7, 2023

Open Until Filled: Yes  

 

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About George Mason University
George Mason University is a public, comprehensive, research university established by the Commonwealth of Virginia located in Northern Virginia, outside of Washington, D.C. Mason was initially founded as a branch of the University of Virginia in 1949, and became an independent institution in 1972. George Mason University is an innovative and inclusive academic community committed to creating a more just, free, and prosperous world. George Mason University has 37,000 students from all 50 states and 130 countries and a residential population of more than 6,000 students. Mason is a vibrant and dynamic community of scholars. 80% of our students are employed within six months of graduation. Nearly two-thirds of the 140,000 Mason alumni live and work in the Washington, D.C., metropolitan area.Mason is a young university that, in just a short time, has made impressive strides in size, stature and influence. Today, as Virginia’s largest public research university, we are setting the benchmark for a bold, progressive education that serves the needs of our students and communities. To that end, we have 10 schools and colleges devoted to a variety of study. Mission.We prepare Mason stu...dents for the demands of work, social responsibility, and life in an ever-changing global society. University Life's mission statement is core to our work. We support every student at Mason, from orientation through graduation.George Mason: Patriotism Personified. George Mason, for whom our university is named, was one of the greatest of the founding fathers of the United States. Mason drafted the Virginia Declaration of Rights, which became a model for the first 10 amendments to the U.S. Constitution, known as the Bill of Rights.We Are in Virginia. But We Serve the World.Mason is committed to creating a more just, free and prosperous world. Located in one of the most important political, economic and intellectual hubs in the world, we accept our responsibility to serve others: to help our students succeed, enrich the life of our community, and contribute to solving some of the most complex global problems of our time.Washington, D.C.: Land of Opportunity.Mason’s main campus is in Fairfax, Virginia, just 15 miles outside of Washington, D.C. The nation’s capital is easily accessible by car or public transportation. At Mason, you can enjoy the best of both worlds: a beautiful wooded residential campus and outstanding college experience, as well as numerous internship and recreational opportunities that only a world-class urban setting like D.C. can offer. You can intern with National Geographic or the Justice Department, visit the numerous museums with your Art History classmates, take a selfie in front of Lincoln Memorial, catch a Nationals baseball game, kayak along the Potomac, or check out the many neighborhoods where you’ll discover lots of great shopping, places to eat, art galleries, music venues, and much more. You can attend events and hear nationally recognized speakers. You’ll run out of time before you run out of things to do.There’s more to explore. Students participate in a field trip to the Library of Congress in Washington, D.C., organized by the Office of International Programs and Services. In just a short drive, you can be hiking in the Shenandoah Mountains or walking the boardwalk in either Ocean City, Maryland, or Virginia Beach, Virginia.Our closest airports are Dulles International Airport and Ronald Reagan National Airport, and Mason is easily accessible by public transportation. Free shuttle buses help you get to the nearest Metro station in Vienna, Virginia, just a short distance from our Fairfax Campus. The Arlington Campus is within walking distance of the Virginia Square-GMU stop on the Orange Line.Enriching Work Environment.We will invest in recruiting, retaining, and developing talented and diverse faculty and academic and professional staff. We will create a vibrant campus life in which all members can grow and thrive.Diversity.Diversity is one of our core values; everyone is welcome here. Mason was recently named the most diverse university in Virginia by U.S. News & World Report.We bring together a multitude of people and ideas in everything that we do. Our culture of inclusion, our multidisciplinary approach, and our global perspective makes us more effective educators and scholars.While at Mason, you’ll be making your own decisions and forming your own view of the world. Engaging with diverse groups of individuals, including students, faculty, and staff, will enrich this experience. You will learn from them, and they will learn from you.We have a variety of communities here, and you're sure to find a group of people who are like you. The great thing is you'll also be embraced by communities of people who are not like you. At Mason, you'll be in a place where the whole is greater than the sum of its parts.Interacting with people from a variety of backgrounds will:•Widen your outlook of the world,•Show you how to work and collaborate with people of differing views,•Expose you to new perspectives from people with disparate life experiences, and•Give you the social skills to interact with all kinds of people.Diversity also enhances learning and creative thinking by prompting the study of new material and the awareness of fresh viewpoints. The power of many perspectives will boost your capacity to explore original ideas and solutions. Seeing issues in a new way heightens your creativity and problem-solving abilities.Another benefit: As our nation becomes more diverse, students who learn in a diverse environment will be more competitive in an increasingly global economy. You’ll enhance your critical thinking skills and improve your ability to develop nuanced solutions to real-world problems.Campus-Wide Accessibility.Accessibility @ mason provide information regarding the physical access of all campuses and online accessibility of programs and services. Information for disability related services and resources available to all employee, students, and visitors the entire university include physical access to buildings, parking policies, and emergency evacuation procedures.Accessible.We are an open and welcoming community. We partner with public and private organizations in our region and around the world. We proactively engage with our community. We define our success by how many talented students with potential we serve, not how many we leave out.Social and Cultural Venues.Our venues bring world-class performances to the community through vibrant concerts and events. Community members are invited to take part in many artistic and cultural offerings at Mason. Spaces are also available to rent for your next event.
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