Administrative and Program Specialist

Fairfax, VA
Up to mid $50's; commensurate with education and experience
Jul 07, 2022
Nov 18, 2022
Full Time
Administrative and Program Specialist, University Life Central Office The George Mason University, University Life Central Office, invites applications for an Administrative and Program Specialist. 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 Office of University Life Central, located in Student Union Building I, brings together the Associate and Assistant Vice Presidents, Associate Deans, and other division level personnel who provide leadership and support for the various units within University Life and for division level initiatives.University Life is committed to student growth and success in everything students do. University Life provides services and resources to help students succeed and offers activities that instill a sense of belonging and Mason pride.About the Position:This position's primary objective is to provide administrative, project and program support to the Office of University Life Central. This position provides primary support for one Associate Vice President, two Assistant Vice Presidents, and the Dean of Students. The position manages AVP/DOS office operations, project coordination and management, calendaring and scheduling, and intra- and inter-office communications. The position assures appropriate action is taken to complete project and administrative tasks, small- and large-scale projects, and program support in a timely fashion, with attention to quality customer service, a strong commitment to confidentiality, and in accordance with University and office policies and procedures. This position must manage multiple projects and tasks of various focus and urgency with exceptional organization and professional management.Responsibilities:The Administrative Specialist will report directly to the Director of Staff Experience, University Life.Administrative Support:Provides administrative support for the Associate/Assistant VPs and Dean of Students office. Support includes: scheduling meetings, maintaining calendars, arranging travel, organizing information/documents for meetings, preparing Word, Excel, and/or PowerPoint documents, arranging conference calls, preparing routine correspondence, and assisting with other special projects and requests in support of University Life programs, services, and events. Provide Dean's certification as required by the Dean of Students, and process reimbursements, travel requests, and conference registration as needed. Reviews and prioritizes administrative and clerical tasks and projects, taking appropriate action including working collaboratively with UL Central administrative support team to manage all project components. Assists the Office Manager in maintaining AVP/DoS office equipment, research and order telecommunication equipment, schedule repairs and installations, and conduct equipment inventories in collaboration with Office Manager.Project Coordination & Program Support: Participates as a member of task forces, committees, and events as needed. Duties range from acting as a representative for senior staff on campus-wide committees, taking notes at senior level meetings, researching and editing reports, collecting data, writing recommendations, and coordinating event logistics, management, and execution. Assists with and contributes to large-scale project planning, including but not limited to, conference planning, program/event planning, and division-level processes. Division-level initiatives support including, but not limited to, diversity initiatives, MasonLeads, well-being programs, fundraising, etc.Office of University Life Support:Oversees the daily operations and security/safety of the AVP/DOS section of the office, makes decisions without prior approval in accordance with mission, purpose, policies, and guidelines. Works collaboratively with the Office Manager to contribute to the overall management of office projects and present issues or recommendations from administrative/customer service team. Required Qualifications:Proficiency in Microsoft Excel, Word, PowerPoint, Adobe, and Outlook;Communication skills: Must be able to articulate and explain to individuals written and verbally as well as listen to other ideas/concerns. Must have the ability to communicate and interact clearly, professionally, and appropriately with students, parents, faculty, and guests/visitors to the University;Organization skills: Applicant should be able to solve problems, pay attention to detail, multitask and complete projects on time, and master concepts quickly;Demonstrated ability to learn and apply institutional policies and privacy laws regarding access to student records and other sensitive institutional information; ethical and legal uses of technology in storing or accessing confidential student records and institutional data; and emergency or crisis response and prevention efforts;Ability to work independently and collaboratively with team members;Ability to manage confidential information and interactions with professionalism;Ability to respond professionally and appropriately in potentially difficult situations involving issues of student conduct, crisis/emergency situations, challenging parent/family, and student interactions;Ability to manage scheduling and calendaring of appointments and events, as well prepare for and coordinate materials in advance of meetings/events, for three high level student affairs administrators;Demonstrated ability to organize, manage, execute projects and programs of various scale and scope with multiple stakeholders and partners with varying timelines;Ability to create an atmosphere where students, faculty and staff feel welcome and free to ask questions and obtain assistance;Demonstrated experience completing on time requests and projects from multiple people;Technically proficient: Demonstrated ability to learn and use databases proficiently in support of office operations (e.g., student database such as BANNER; Judicial Actions; purchasing database such as eVA; EXCEL spreadsheets).Preferred Qualifications:Experience supervising student staff and administrative staff;Prior administrative assistance experience demonstrating technical proficiency and the ability to communicate professionally and appropriately, handle confidential information, and adhere to policies and procedures;Professional experience with the organizational, oversight and management of projects and programs in a fast-paced organization;Familiarity with Mason online applications such as Banner, eVA, Travel system, 25Live space reservation system, Bank of America Works, and Judicial Action).

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

"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!George Mason University, Where Innovation is Tradition."

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.

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