Administrative and Office Specialist III - Administrative Associate, Foundations Area

Fairfax, VA, VA
Jan 04, 2018
Mar 06, 2018
Education, Nonprofit
Full Time

Job Category : Classified Staff

Working hours :

Salary : $38,000-$43,000; commensurate with education and experience.

Web Announcement :
Administrative Associate, Foundations Area

The George Mason University School of Business is seeking an energetic, organized and detail-oriented Administrative Associate to support the Foundations Area faculty. This is a full-time staff position with full benefits. 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: The Administrative Associate position has responsibilities in the following areas:

Office Support for the Foundation Area:

  • Assisting students and external parties in making the proper connections in the Foundations Area, the school, or university to address their needs;
  • Working with appropriate Deans Office staff on financial; personnel; and other administrative matters such as travel, orders through the Commonwealth of Virginia’s procurement system (eVA) system, Sedona, recruitment, IT support, check requests, mileage reimbursements, and food and beverage requests;
  • Remaining current on all School of Business and university policies;
  • Updating website content;
  • Attending trainings on essential job-related functions and systems as specified in the employee developmental plan; and share findings from training sessions with Deans Office staff and fellow area support staff to understand/assess relationships of School of Business policies and procedures with University Guidance; and
  • Assisting with the training of new area support staff as requested by the School of Business Deans Office.

Support for the Foundation Area Chair:
  • Preparing and tracking all financial requests;
  • Reconciling Dean’s Office financial reports with internal records;
  • Preparing budget expenses for faculty members and budget support for the Director;
  • Scheduling appointments for Area Chair;
  • Advising the Area Chair on suggested organizational improvements;
  • Advising Area Chair on suggested organizational improvements for the area;
  • Providing administrative support to the Area Chair for the recruiting of new employees as needed;
  • Assisting Area Chair in coordinating activities with adjunct faculty;
  • Assisting Area Chair in responding to external constituents;
  • Providing event management support as needed; and
  • Executing other administrative duties and responsibilities as assigned by Area Chair.

Administrative Support for Area Faculty Members:
  • Providing document preparation and editing assistance for exams, reports, correspondence, syllabi, and other instructional material;
  • Processing all copy and print service requests;
  • Ordering text books for faculty each term;
  • Processing supply and other orders through eVA;
  • Assisting in the recruiting of graduate assistants using PeopleAdmin applicant tracking system;
  • Administering all aspects of faculty recruitment using PeopleAdmin;
  • Coordinating office/work station set up and orientation for new faculty members and graduate assistants;
  • Assisting faculty members with operational (not technical) aspects of systems, including e-mail, Patriot Web, WebCT, Sedona, and other job-related systems;
  • Arranging logistics of all area events and candidate visits;
  • Preparing travel authorizations and reimbursements for all area faculty/faculty candidates as required and makes associated arrangements;
  • Ensuring that all mail, packages, and faxes are delivered to recipients within same day of receiving in the School of Business;
  • Coordinating monthly area faculty meetings and disseminates information through area;
  • Maintaining area files for faculty members and ensures proper records retention and disposal; and
  • Assisting the Deans Office with the onboarding of adjunct faculty.

Special Project Work:
  • Execute special projects and initiatives as assigned that support the strategic mission of the school.

Required Qualifications:
  • High school diploma or an equivalent combination of education and experience;
  • Excellent computer skills with working knowledge of all applications in Microsoft Office, database expertise, and e-mail and network applications;
  • Ability to effectively communicate and manage workflow with multiple stakeholders to achieve results, as well as independently; and
  • Professional demeanor, appearance, good citizenship and the ability to work well with colleagues.

Preferred Qualifications:
  • Experience working in a higher education environment;
  • Experience with eVA;
  • Experience purchasing goods and services for an organization;
  • Experience processing travel authorizations and reimbursements for an organization;
  • Excellent communication, analytical, strategic thinking and organizational skills; and
  • Proactive problem-solving skills, attention to detail, ability to motivate, and ability to learn new tasks quickly.

Special Instructions : For full consideration, applicants must apply for position number 02706z at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information. The department will contact candidates directly should additional materials be required. Review of applications will begin on January 19, 2018, and continue until the position is filled.

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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