Office Administrator

Fairfax, VA
Commensurate with education and experience.
Sep 16, 2021
Sep 17, 2021
Full Time
Honors College Office Administrator

The George Mason University, Honors College invites applications for the Office Administrator position. 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 Honors College:

Honors College fosters inclusive excellence as it provides challenge and support for Mason's most highly motivated undergraduates of every background and interest. In partnerships that span the university and the region, the Honors College facilitates student access to the most exceptional opportunities for academic achievement, professional development, and public service that the university and the region have to offer.

About the Position:

The Honors College Office Administrator will assist in carrying out the primary purpose of the Honors College by managing daily expenditures and providing documentation and reports as required to ensure accurate budgeting and reporting; hiring, training and supervising the front office staff (including both classified and student staff); processing payments per internal and university policies and procedures; managing listservs, managing mail, voice mail, phones, and general email accounts; managing and ordering supplies and equipment (annual inventory); coordinating student events; assisting with weekly student newsletter and monthly alumni newsletter; assisting instructors with book orders; and other duties as assigned.


Expense Management

  • In collaboration with HC leadership, assist with developing and implementing annual operating budgets and expenditure plans;
  • Ensure prompt communication of changes to these plans are communicated to the appropriate individuals;
  • Track expenditures and provide documentation for reconciliation as required;
  • Ensure all payments are made according to internal, University and Commonwealth policies, in a timely manner;
  • Compile reports for leadership to aid budget development, forecasting and reconciliation, as required;
  • Develop relationships with various offices including but not limited to Fiscal Services, Provost Budget Analyst Team, Human Resources etc., to ensure prompt payment is made and that any issues are resolved quickly and accurately;
  • Other duties, as assigned.

Office Administrative Duties:

  • Develop and maintain effective customer service processes for front desk/reception area and personnel;
  • Assist instructors with book orders;
  • Manage the student study lounge;
  • Manage listservs, mail, voice mail, phones, and general email accounts by responding and providing general information about the Honors College;
  • Order supplies to maintain supply inventory;
  • Order equipment and perform annual inventory;
  • Coordinate student events by making room reservations and ordering food and supplies.

Supervise office staff:

  • Hire, train and supervise to ensure work is being completed, and Honors College staff is being supported in their jobs.

University Liaison:

  • Work with Fiscal Services, Human Resources, Facilities, ITS, Events Production, Motor Pool, Provost Office Budget Analyst Team (POBA), Book Store, and other departments as needed to complete tasks assigned.

Communication and Operational Calendar:

  • Manage listservs to communicate with students and faculty;
  • Send general communications regarding programs, events and activities to students;
  • Provide and assist students with forms;
  • Assist Director of Communications with student and alumni newsletters;
  • Update events, projects, communications, activities and deadlines on operational calendar.

Unit Safety Liaison:

  • Know emergency procedures and exit routes;
  • Attend Honors College staff and committee meetings & participate in staff development;
  • Other duties, as assigned.

Required Qualifications:

  • Demonstrated capacity to collaborate in a diverse and inclusive work environment;
  • Extensive knowledge of office procedures and current technology, including MS Office, Outlook, and web-based applications necessary to carry out the duties of this position;
  • Demonstrated ability to work independently and in a team;
  • Excellent customer service, organizational and communication skills;
  • Proven experience in managing payments;
  • Management skills to include making independent judgements and the ability to prioritize and manage multiple priorities;
  • Basic knowledge of accounting procedures and software. Ability to follow and interpret rules and policies;
  • Experience with and/or commitment to supporting a diverse and inclusive student and staff community;
  • In the first six weeks of employment: training in administrative assistant tasks by taking classes offered through Mason's training departments (25Live, Fiscal Orientation series, FERPA, Title Ix Overiew and Sexual harassment Prevention, Microstrategy Report Consumer, INB Banner, Annual P-card user, Microsoft Teams Essentials, OneDrive for Business Essential) as well as trainings relevant to diversity, equity, and inclusion.

Preferred Qualifications:

  • College degree preferred but not required;
  • Experience performing a wide variety of complex duties in a higher education setting.

For full consideration, applicants must apply 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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