Graduate Administrative Specialist

Fairfax, VA
Commensurate with education and experience
Jul 23, 2022
Sep 13, 2022
Full Time
Graduate Administrative SpecialistGeorge Mason University's Office of Graduate Education seeks qualified candidates for a Graduate Administrative 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 Graduate Division elevates Mason graduate education by augmenting the work of the academic units, by increasing the impact of graduate students and programs, by fostering a collaborative culture of academic excellence, and by contributing to the research productivity and the workforce development appropriate to an R1 institution.About the Position:As a member of the Graduate Division's team, the Graduate Administrative Specialist provides all needed support to the leader of the Graduate Division, and, in turn, the Division itself, and the Office's key constituent groups. These groups include, but are not limited to: Graduate Council, academic units, as well as graduate programs and students. The primary objective of this position is to provide administrative support to the Graduate Division's executive and all related needs.Responsibilities:Administrative SupportServe as the Graduate Division's organizational administrative expert and manages multiple and diverse administrative functions related to the internal operation of the Division and its leader. Duties include:Plan and manage the Graduate Division executive's calendar;Schedule meetings, book and ensure adequate space reservations, prepare presentations, memos, and reports, publish agendas, document meeting minutes, arrange refreshments, and provide any necessary follow-up;Responsible for onboarding logistics for new personnel (e.g., obtaining keys, phone set-up, HR trainings, gaining access to software and office equipment, etc.);Monitor, screen, answer, distribute, and disseminate correspondence, telephone and in-person inquiries as well as internal and external e-mails;Create and maintain contact lists for internal and external stakeholders;Liaise with internal and external audiences at all levels;Arrange travel schedule, confirm accommodations, submit travel requests, prepare, and submit travel reimbursements for the Graduate Division executive;Maintain responsibility for credit card purchases for the Graduate Division; andPerform accounting duties, including monitoring, and tracking Graduate Division invoices, PCard expenses, supply orders, and event budget and expenses.Graduate Council SupportServe as Graduate Council Secretary. Duties include:Review item submissions for accuracy;Maintain Graduate Council's web pages and files;Enter approved changes to be reflected in the University Catalog;Manage communication to Council members and affiliates;Prepare and maintain Council meeting agenda and minutes; andServes as point of contact for the university regarding Graduate Council.Website and Event CoordinationMaintain and update the basic revisions of the Graduate Education website;Supervises the office's graduate professional assistants on managing monthly newsletter and social media accounts as well as organizing, scheduling, publicizing, and evaluating annual events hosted by the Graduate Division; andAssist with planning, promoting, and coordinating special events with other offices and academic units.Reliability and ResponsibilityPlan, implement, and coordinate special projects and prepares or supervises related management reports; andEnsure that administrative activities are coordinated across multiple stakeholders.Required Qualifications:An associate degree plus significant clerical and/or administrative experience or an equivalent combination of completed education and related experience;Experience coordinating diverse administrative functions;Experience providing administrative support to an executive;Experience with office or business practices and procedures;Experience in a fast-paced, professional, and diverse environment;Experience in serving a variety of stakeholders in an academic setting;Experience in operating applicable office equipment and software, such as MS Office and Adobe products, other software packages required to carry out the functions of the office;Effective oral and verbal communication skills to interact with graduate constituents in a professional, diplomatic, and tactful manner; andStrong organizational and time-management skills to effectively plan, prioritize, multi-task, meet deadlines, and be detailed-oriented.Preferred Qualifications:A bachelor's degree is preferred. Significant experience supporting an executive leader (typically 5+ years) is preferred, as clerical and/or administrative experience in higher education or closely related environment (typically 5+ years);Experience in higher education systems and processes; andExperience with federal and state laws, policies, rules, regulations for administrative areas.

For full consideration, applicants must apply for position number 02892z 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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