Administrative Assistant and Office Manager, LEC

Updated: 4 months ago
Location: Arlington, VIRGINIA
Job Type: FullTime
Deadline:

Position Information


Position Information

Department Antonin Scalia Law School
Alternate Department Description

Law & Economics Center, Antonin Scalia Law School

Criminal Background Check Standard Background Check
Motor Vehicle Background Check No
Statement of Economic Interest Not Applicable
Restricted Position?
Job Category Classified Staff
Role (State) Job Title Administrative and Office Specialist III (19013)
Working Title Administrative Assistant and Office Manager, LEC
Job Type Full-Time
Position Number 10458Z
Recruit Number STF9769
Working Hours 40
Location Arlington, VA
Other Location
Pay Band Payband 3
Salary Commensurate with education and experience.
Web Announcement

Administrative Assistant and Office Manager, Law & Economics Center

The George Mason University Law & Economics Center (LEC) with the Antonin Scalia Law School invites applications for an Administrative Assistant and Office Manager. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason’s academic and culturally inclusive environment.

About the Department:

The mission of the Law & Economics Center is to serve as a nexus for research and education, focused on economic analysis of the legal and public policy issues confronting policymakers. Since its inception in 1974, the LEC has recognized the importance of timely, relevant research on public policy matters, as well as the need to communicate research findings to those who shape policy decisions. The LEC is committed to developing original, high-quality law and economics research and education programs that enhance economic understanding and provide a consistent, rational voice that bolsters today’s policy discussions.

The Administrative Assistant and Office Manager will perform administrative duties for Assistant Director of the Law & Economics Center and provide general office support for the LEC. Responsibilities may include managing office calendars, screening calls, assisting and making travel and meeting arrangements, drafting correspondence, preparing expense reports, reimbursement requests, acting as hiring coordinator for the Law & Economics Center, arranging onboarding of new employees, training and supervising student workers, and customer relations. Responsible for overall office management, including the reception area, mail, large and small purchasing requests, and facilities.

This individual must have strong computer and internet skills, as well as flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, including outside clients and vendors. A bachelor’s degree or equivalent experience and at least two (2) years previous experience in office management or as an administrative assistant.

Responsibilities:

General Support:

  • Relieve management of administrative detail, all projects;
  • Update and chase delegated tasks to ensure progress to deadlines;
  • Maintain procedures manual to ensure consistent performance of routine tasks;
  • Apprise Assistant Director of all office matters on a daily basis, bringing attention any issues that need guidance or resolution from leadership.

Communication:

  • Compose correspondence/reports for Executive or Assistant Director’s signature;
  • Compose updates for all staff information from ED or AD;
  • Monitor deadlines on incoming requests.

Phone:

  • Answer main LEC office lines and monitor general LEC email account;
  • Make phone calls to schedule meetings;
  • Provide materials for meetings;
  • Route calls elsewhere as needed.

Appointments/Meetings:

  • Help maintain Assistant Director and general office calendar and appointments;
  • Prepare agenda in advance of internal meetings;
  • Arrange meeting facilities;
  • Act as recording secretary for meetings with Executive Director and leadership; prepare action minutes;
  • Handle ordering and set-up for internal meetings that require food and beverage.

Visitors:

  • Schedule meetings between divisions;
  • Screen and greet all office visitors;
  • Arrange amenities as needed.

Travel:

  • Arrange travel;
  • Prepare itinerary, trip file, and supplies;
  • Prepare expense reimbursements for Assistant Director (and other senior staff, as needed);
  • Assist in scheduling meetings for the Assistant Director.

Data Management:

  • Improve/tighten storage/retrieval systems;
  • Update and manage administrative files.

Routines:

  • Update secretarial/clerical desk manual;
  • Set up “tickler”/calendar system to ensure annual, monthly, etc. deadlines and requirements are met;
  • Routinely re-order department supplies;
  • Update mail/phone directories.

Projects:

  • Handle administrative detail of all projects;
  • Seek training on projects outside skill set.

Office Administration:

  • Recruit, hire, train and supervise part-time or student, paid or unpaid/volunteer secretarial or clerical staff as required;
  • Manage reception area to ensure effective in-person, telephone and mail communication, both internally and externally to maintain professional image;
  • Supervise maintenance and repair of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities;
  • Negotiate purchase of office supplies and furniture, office equipment, etc., for the staff in accordance with company purchasing policies and budgetary restrictions;
  • Responsible for the facilities day-to-day operations;
  • Supervise the maintenance of office equipment, including copier, fax machine, etc.;
  • Serve as LEC’s telecommunications liaison with the university;
  • Responsible for purchasing and maintaining LEC office supplies;
  • Participate in special department projects as needed.

Required Qualifications:

  • Bachelor’s degree or equivalent experience and demonstrated previous experience in office management.
  • 2 to 5 years of administrative assistant and office management experience is highly preferred;
  • Professional manner and appearance;
  • Excellent planning and organizational skills;
  • Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
  • Well-developed interpersonal and communication skills;
  • Ability to manage relationships with internal and external service providers;
  • Computer literacy, specifically Microsoft Office Suite;
  • Working knowledge of mail processes such as, postage machine, Federal Express and UPS;
  • Ability to lift approximately 15-20 lbs;

Preferred Qualifications:

The successful candidate will be:

  • Committed to, and enthusiastic about, the mission and vision of the Law & Economics Center;
  • Able to work independently and take initiative;
  • Results oriented;
  • Adaptable, flexible problem-solver;
  • Discreetly handles all business;
  • Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success;
  • Presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
Special Instructions to Applicants

For full consideration, applicants must apply at https://jobs.gmu.edu/ ; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

For Full Consideration, Apply by: February 14, 2020
Posting Date 01/24/2020
Job Close Date
Open Until Filled? Yes
Telework Friendly? No
Mason Ad Statement

Great Careers Begin at Mason!

George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report “Up and Coming” spot for national universities and is recognized for its global appeal and excellence in higher education.

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason’s diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!

George Mason University, Where Innovation is Tradition.

Equity Statement

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available at http://police.gmu.edu/annual-security-report/


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