Administrative and Office Specialist III

Fairfax, VA, VA
Dec 21, 2018
Apr 05, 2019
Full Time

Job Category : Classified Staff

Working hours :

Salary : Commensurate with education and experience.

Web Announcement :
Administrative Specialist---Undergraduate Studies Department of Information Sciences and Technology

The George Mason University Department of Information Sciences and Technology (IST), within the Volgenau School of Engineering, seeks a motivated, reliable and mature professional for an Administrative Specialist position. This position reports to the Chair of IST and has direct responsibility for administratively supporting both IST faculty and the IST undergraduate program. This position will work in conjunction with the Administrative Specialist for IST graduate program to provide back-up support during periods of high workload intensity. 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.

This position performs day-to-day coordination and execution of administrative and program support operations including development, implementation, and oversight of department operational policies and procedures for delivering services to faculty and students.

Responsibilities: The incumbent is responsible for all department-centered administrative, human resource, and fiscal functions to include, but are not limited to:

  • Hiring process of all teaching assistants, adjunct faculty, and part-time hourly wage employees hired to work for the undergraduate academic program to include distribution and collection of hiring paperwork, origination of contracts, entering personnel assignments, and collection of official transcripts;
  • Recruit, train, and provide lead work direction to student assistants;
  • In conjunction with Associate Chair, hold orientations for new teaching assistants;
  • Greet students and visitors and route them to appropriate individuals, answer phones, and serve as a resource on department procedures and general inquiries;
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, spreadsheets, making copies, and monitoring and ordering of office supplies;
  • Serve as primary contact for questions concerning undergraduate academic program;
  • File, secure and maintain confidentiality of department files and private information that comes to the department office on an ongoing basis;
  • Generate and maintain budget spreadsheets that track teaching assistant and adjunct budget;
  • Make instructor changes or updates in Patriot Web;
  • Submit requests to add IT courses, or change IT classroom assignments;
  • Submit textbook orders;
  • Assist with special events to include convocation;
  • Other duties as assigned.

    The successful candidate will be self-motivated, have good communication, diplomacy and interpersonal skills; as well as ability to maintain confidentiality; and the ability to work independently when needed and in a team-oriented environment when needed. This position requires someone who can effectively prioritize work assignments and manage time effectively. The individual must be able to effectively handle multiple responsibilities simultaneously and meet deadlines, often under pressure, while maintaining flexibility regarding changes in priorities.

Required Qualifications:
  • Experience in front of office or customer service environment;
  • Strong interpersonal and communication skills (both written and verbal), customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community;
  • Ability to efficiently and effectively work in a fast paced environment;
  • Proficient computer skills and demonstrated experience with office software (particularly Microsoft Word and Excel) and email applications. Preferred Qualifications:
  • Bachelor’s degree or equivalent in training and experience and two years of directly relevant experience with office and financial management;
  • Experience working in higher education;
  • Knowledge of university procedures, policies and regulations;
  • Ability to work within Banner; and
  • Knowledge of P-card process and management.

Special Instructions : For full consideration, applicants must complete the online application at for position 10284z and submit a cover letter, resume, and contact information for three professional references. The review of applications will begin January 25, 2019 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, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

Job Close Date :

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