Administrative Specialist

Fairfax, VA
Commensurate with education and experience.
Oct 21, 2019
Oct 22, 2019
Full Time
Administrative Specialist

The George Mason University Sid and Reva Dewberry Department of Civil, Environmental, and Infrastructure Engineering, within the Volgenau School of Engineering, 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.

About the Volgenau School of Engineering - The Future of Engineering Is Here: The Volgenau School of Engineering at George Mason University is a fast-growing force for innovation in technology and education. The school boasts approximately 8,000 students in 37 undergraduate, master's, and doctoral degree programs, including several first-in-the-nation offerings. As part of a nationally ranked R1 research university, its sponsored research awards over the last 12 months are approximately $100 million. Located in the heart of Northern Virginia's technology corridor, Mason Engineering stands out for its focus on emerging areas including big data, cybersecurity, healthcare technology, robotics and autonomous systems, signals and communications, and sustainable infrastructure.

About George Mason University: George Mason University is the largest public research university in Virginia, with an enrollment of over 37,000 students studying in more than 200 degree programs. Mason is an innovative, entrepreneurial institution with national distinction in a range of academic fields. It is classified as an R1 research institution by the Carnegie Classifications of Institutes of Higher Education. In 2019, U.S. News and World Report ranked Mason as one of the nation's top institutions for diversity, innovative learning, and a campus atmosphere that allows its students to thrive.

Mason is located in Fairfax in Northern Virginia at the doorstep of Washington, D.C., with 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. Fairfax is consistently rated as being among the best places to live in the country and has an outstanding local public-school system.

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: * Schedules meetings and manages department events (such as CEI annual award luncheon, SAME luncheon, Senior Design, Engineer's Week, faculty meetings, orientations, information sessions, conferences, receptions, etc.); * Provides office and program management; * Works with other university administrative offices to schedule courses, room assignments, and publication of course schedules with coordination of Associate Chair; * Maintains and regularly updates department website and all social media accounts; * Assists with program assessment and data collection; * Participates in creating the annual department report, developing literature and other publication information needed for public dissemination and promotion of the program; * Initiates faculty travel authorizations and reimbursements to ensure forms are routed and approved in accordance with university policies; * Coordinates the hiring and training of adjunct instructors, graduate assistants, and affiliates; * Maintains student and faculty files and records consisting of official and confidential information; * Manages department space and equipment with coordination of Chair; * In coordination with the Chair, manages the department budget and financial resources; to include monitoring the budget, reconciles department accounts, and resolves related budget issues; * Administrative Support to Chair, Associate Chair, and Department.

Required Qualifications: * Ability to effectively handle multiple responsibilities simultaneously and meet deadlines, often under pressure, while maintaining flexibility regarding changes in priorities; * Ability to receive, follow, and adhere to instructions; * Demonstrate an openness to receiving constructive feedback; * 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 able 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; * Willingness to learn new electronic systems for admissions, scheduling, workflow, accounting, travel, room booking, etc.; * Accounting experience with the ability to interpret of expenditures in accounts payable and receivable; * Ability to maintain and build positive relationships with Mason faculty and staff, students, the general public, and external audiences; * Ability to wisely handle situations that involve conflict; * Ability to prepare professional, effective, and grammatically correct written communications consistently; * Committed to maintaining a smooth and responsive operation and to anticipating upcoming tasks and deadlines; * Ability to analyze and solve problems; effectively prioritize tasks; take initiative and be able to work independently; * Ability 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 * Knowledge of business processes; * Knowledge of university procedures, policies, and regulations; * Knowledge of purchasing-card process and management; * Knowledge of website editing software/platforms; * Knowledge of general program assessment; * Demonstrated experience in a customer service position and demonstrated office experience.

For full consideration, applicants must apply for position number 02915Z 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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