Administrative Coordinator

Fairfax, VA
Commensurate with education and experience
May 22, 2023
Jun 28, 2023
Full Time
Administrative Coordinator - Office of the Provost and University LifeThe George Mason University, Office of the Provost, invites applications for the position of Administrative Coordinator. 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 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 serves as a point of contact for incoming guests and directing expected guests to the appropriate office or meeting. As the "face" of the entry point to the suite, this position will provide excellent customer service in a calm, professional manner to all key customer groups, including but not limited to: students, students' families; Board members and other esteemed guests; University Leadership, and outside callers.Note: This position is meant to work on site in Fairfax Office.Responsibilities: Customer ServiceProvide 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;Intercept unscheduled visitors who are in need of further information, direction or interaction; redirect to the appropriate 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; andTrack and coordinate responses as appropriate of student inquiries.Event Coordination and SupportManage 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, etc.);Prepare meeting materials (agendas, nametags, etc.); and learn the intricacies of university's systems that allow for virtual or hybrid meetings; andWork closely with the Office of the President's staff to provide all necessary and requested information accurately and on-time, for events involving the President.Administrative SupportAs a member of the administrative team, serve as back-up scheduling and administrative support to University Life and the Provost's Office;Reserve, maintain cleanliness and organization of conference rooms including connecting remote technology for meetings as needed;Responsible for the aesthetic appearance of the Provost Office areas, including the work room and conference rooms;Manage coordination of the following for the Provost Office: process mail, office supplies, holiday celebrations, birthdays and other special occasions;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; andSchedule and assist with administration for admin meetings.FiscalAssist 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; andManage travel schedules, logistics and corresponding reimbursements for University Life and the Office of the Provost.Required Qualifications:High school diploma or GED;Experience in a fast-paced executive office and demonstrated customer service experience required;Demonstrated experience to successfully work and communicate with a diverse internal and external community in a professional manner;Extensive knowledge of professional office procedures;Demonstrated computer skills to include Microsoft Office Suite and zoom;Demonstrated writing and communication skills; andAbility 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 any field or equivalent combination of education and experience;Experience in higher education setting; andFamiliar with state guidelines for placing and receiving orders, reconciliation and processing reimbursements.

For full consideration, applicants must apply for position number 03353z 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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