Administrative Specialist

Fairfax, VA
Commensurate with education and experience.
Sep 03, 2022
Jan 13, 2023
Full Time
Sid and Reva Dewberry Department of Civil, Environmental and Infrastructure EngineeringAdministrative SpecialistThe George Mason University Sid and Reva Dewberry Department of Civil, Environmental and Infrastructure Engineering (CEIE), within the College of Engineering and Computing, seeks a proactive, organized, and self-reliant Administrative Specialist to provide both administrative and academic support for the Department Chair, faculty, and student body. 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.Responsibilities:Under the direction of the Department Chair, this position is responsible for the daily coordination and execution of administrative and program support operations to ensure the service needs for both faculty and students are met. Key responsibilities include, but are not limited to the items below.Schedule meetings and manage department events (such as CEI annual award luncheon, SAME luncheon, Senior Design, Engineer's Week, faculty meetings, orientations, information sessions, conferences, receptions, etc.);Serve as the first point of contact for the office, including screening and routing calls, emails, mail, packages, and visitors appropriately;Maintain and regularly update department website and all social media accounts;Work with other university administrative offices to schedule courses, room assignments, and publication of course schedules with coordination of Associate Chair;Assist with program assessment and data collection;Provide office and program management;Submit work order requests and room reservations;Participate in creating the annual department report, developing literature and other publication information needed for public dissemination and promotion of the program;Coordinate the hiring and training of adjunct instructors, graduate assistants, and affiliates;Maintain student and faculty files and records consisting of official and confidential information;Manage department space and equipment with coordination of Chair; andProvide administrative support to Chair, Associate Chair, and Department.Required Qualifications:Must effectively handle multiple responsibilities simultaneously and meet deadlines, often under pressure, while maintaining flexibility regarding changes in priorities;Exceptional verbal and written communication skills and strong organizational abilities; ability to interpret and apply policies, procedures and guidelines;Strong customer service skills, diplomacy skills, and the ability to work with a wide range of constituencies in a diverse community;Proficiency with Microsoft Office suite software, including word processing, spreadsheets, and e-mail applications;Proficiency with Twitter, Facebook, and LinkedIn in a business setting;Accounting experience with interpretation of expenditures in accounts payable and receivable;Ability to wisely handle situations that involve conflict;Ability to prepare professional, effective and grammatically correct written communications consistently;Ability to analyze and solve problems; able to effectively prioritize tasks; take initiative and have the ability to work independently; andAbility to manage multiple tasks simultaneously, assess problems and recommend solutions or solution procedures, initiate policies and procedures which are beneficial to the department, and coordinate and communicate with other offices within the University under the direction of the Chair.Preferred Qualifications:Completion of advanced course work past the Bachelor's degree;Three years of relevant experience in office/administrative position, events management, and/or social media work;Knowledge of business processes;Knowledge of University procedures, policies, and regulations;Knowledge of website editing software/platforms;Demonstrated experience in a customer service position and demonstrated office experience;Willingness to learn new electronic systems for admissions, scheduling, workflow, accounting, travel, room booking, etc.;Ability to maintain and build positive relationships with Mason faculty and staff, students, the general public, and external audiences;Committed to maintaining a smooth and responsive operation and anticipating upcoming tasks and deadlines;Ability to receive, follow, and adhere to instructions; andOpenness to constructive feedback.About the Department:CEIE is a vibrant and fast-growing Department that offers MS and PhD programs, in addition to an ABET-accredited BS degree. During the last 5 years, the department has experienced tremendous growth in new research awards, and in enrollment in the PhD program. Total enrollment across all degrees in CEIE has increased to 400 students. The College of Engineering and Computing is committed to significant investment in expansion of the department faculty and to double the current size within 5-10 years with a focus on research excellence. The department has an enviable and strong relationship with industry, including over 30 companies and individuals working in partnership as the Civil Engineering Institute (, a unique organization formed to support the mission and vision of the department. Further information about the department can be found on its web site at Force for Innovation in the Heart of Northern Virginia's Technology CorridorThe College of Engineering and Computing at George Mason University is comprised of the Volgenau School of Engineering and a new School of Computing. The College is a fast-growing force for innovation in research and education. Ranked nationally in the top 100 in both undergraduate and graduate education, the College boasts more than 9,100 students in 37 undergraduate, master's, and doctoral degree programs, including several first-in-the-nation offerings. Of the 271 full-time faculty who comprise the College, 91 are tenured, 59 are tenure-track, 89 are instructional faculty, and 32 are research faculty. As part of a nationally ranked research university, its research teams expended $75 million in sponsored research awards in the past year and has projects with over $400 million in current and anticipated awards. The College stands out for its leading research in areas such as artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, community-based healthcare, autonomous systems, 5G/Next G communications, systems architectures, computational biomedicine, advanced materials and manufacturing, sustainable infrastructure, and more. The College encourages multidisciplinary research and provides ample opportunity for faculty to work with other disciplines.George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of over 39,000 students studying in over 200 degree programs. Mason is an innovative, entrepreneurial institution with national distinction in a range of academic fields. It was classified as an R1 research institution in 2016 by the Carnegie Classifications of Institutes of Higher Education. Mason has campuses in Fairfax, Arlington, and Prince William. Its proximity to Washington, D.C. provides unmatched geographical access to a number of federal agencies and national laboratories. Northern Virginia is also home to one of the largest concentrations of high-tech firms in the nation, providing excellent opportunities for interaction with industry. The region is consistently rated as being among the best places to live in the country, and has an outstanding local public school system.In conjunction with Amazon's decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia announced a multi-year plan to invest in the growth of degree programs in computing. George Mason University has committed to accelerate its plans to grow its capacity in computing and high-tech fields. Among the exciting initiatives being undertaken by the university are the launch of the Institute for Digital InnovAtion, a university think tank and incubator to serve the digital economy, and the expansion of its Arlington Campus with a planned 400,000 square foot building that will house the new Institute for Digital InnovAtion. These initiatives reflect hundreds of millions of dollars in new investment by Mason that will rapidly elevate the university's already leading national position in computing and related areas.

For full consideration, applicants must complete and submit the online application at for position number 02915z; and attach a cover letter, resume, and a list of three professional references with contact information. Full consideration will apply to applicants who submit their completed application by September 26, 2022; however, review of applications will continue until the position is filled.

"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.

Similar jobs