Administrative and Office Specialist III

Fairfax, VA, VA
Dec 15, 2017
Feb 28, 2018
Full Time

Job Category : Classified Staff

Working hours :

Salary : $40,000-$45,000; commensurate with education and experience.

Web Announcement :
Budget and Finance Administrative Assistant

The George Mason University, Office of the Provost, seeks qualified candidates for a 12-month full-time Budget and Finance Admin. Assistant. This position will provide administrative support to the Budget and Finance Manager and team and is a hands-on position requiring strong verbal and written communication skills, superior organizational skills, and the ability to follow University and State policies for ensuring payments are made in a timely fashion. Previous professional experience is preferred.

Responsibilities: Reporting to the Budget and Finance Director, the Budget and Finance Admin Assistant will be responsible for being the first line of correspondence to the team and accountable for ensuring timely response and tracking for all correspondence with internal and external customers. The successful candidate will manage the Budget and Finance Team’s centralized e-mail account ensuring prompt responses from the team; set meetings for the team and ensure notes are taken as appropriate; compile/create monthly newsletter to keep Provost Office admins abreast of changes in policies and procedures; compile all back-up documentation for monthly reconciliation and Provost Office commitments necessitating budget and/or expense moves; maintain the Provost Office journal voucher (JV) list per standard operating procedures (SOPs) in place; Ensure shared files are organized and orderly for easy review; prepare and process various forms, payments and reports as assigned. Individual will work with complex University information systems, and serve as an end user for systems such as eVA, Sodexo, Travel, University Foundation and will help with training other end users on these systems. Communication with a variety of personnel throughout the University is required, and the incumbent will serve as a liaison for the Office of the Provost to faculty, staff, and students regarding all budgetary data and issues related to budget.

Required Qualifications:

  • Strong communication skills (written and verbal);
  • Superior interpersonal and organizational skills, flexible and detail-oriented;
  • Solid skills in office technology and procedures;
  • Advanced PC skills, including e-mail, data entry and word processing;
  • Ability to synthesize large amounts of data into small easily understood synopsis within text length constraints; and
  • Ability to maintain confidentiality.

Preferred Qualifications:
  • Intermediate experience working with Excel and Adobe; and
  • Experience working with University systems such as eVa, Travel and Foundation;
  • Microsoft Office skills in word processing, Excel etc.; and
  • Experience in a university administrative setting a plus.

Special Instructions : For full consideration, applicants must apply for position number 02572z at; please complete the on-line application and attach a cover letter, resume, list of 3 professional references with contact information and sample writing assignment (See Below).

Sample Writing Assignment

In this position we often are sent commitment details that have minimal information. It is our job to take those minimal details and convey messages to our counterparts in the units. Below is an example of what the Budget and Finance Manager, may send to the Provost Office Budget Team. Please create a mock email that conveys these details in a manner that is as clean and concise as possible and attach it with the other required documents for your application for this position.

Please let Mary Smith in the College of Technology know that they will receive 50k of support for position F8888z. This is a flat amount and doesn’t get fringe benefit included on top. It will be temporary support for FY18 and FY19 and will be considered for permanent support starting in FY20. To be considered for perm support they will need to write a memo to Provost and cc me outlining the current position salary; the 3 year trend for their enrollment in the Technology program; why the unit can’t fund this position fully on their own going forward. The date this perm request memo will be due is August 25, 2019.

MasonAd : 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 Masons 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.

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, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Job Close Date :

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