Administrative Associate

Administrative Associate

The George Mason University, School of Business, invites applications for the position of Administrative Associate. This is a multi-hire posting with a possibility of three hires. This entry-level position is responsible for supporting the mission of the School of Business and administratively assist the Area Chair and Area Faculty members. The position will also provide responsive and reliable customer service to all area constituencies. The Administrative Associate position is a full-time classified 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. Mason is the most diverse public university in Virginia and 12th nationally, based on the U.S. News & World Report 2022 Best Colleges list. Washington, D.C. is ranked the 30th most racially and ethnically diverse city nationally amongst cities with a population of at least 300,000 people according to the U.S. News & World Report 2018 Diversity Ranking.

Responsibilities:

The Administrative Associate position has responsibilities in the following areas:

• Office Support
• Customer service and support for constituents:
• Assists students and external parties in making the proper connections with the School or University to address their needs;
• Works with appropriate Dean’s office staff on financial, personnel, and other administrative matters such as travel, eVA orders, Sedona, recruitment, IT support, check requests, mileage reimbursements, and food & beverage requests;
• Remains current on all School of Business and University policies;
• Updates website content;
• Manage calendar of events and ensure event information is communicated both within the office and to appropriate School teams (i.e., Marketing and Communications, Advancement Office and Dean’s Office) to ensure events are being properly marketed to internal and external stakeholders;
• Attend trainings on essential job-related functions and systems as specified in the employee developmental plan. Share findings from training sessions with Dean’s Office staff and fellow Area Support staff to understand/assess relationships of School of Business policies and procedures with University Guidance; and
• Assists with the training of new Area Support staff as requested by the School of Business Dean’s Office.

Area Chair Administrative Support

Provide support for the Area Chair:

• Prepares and tracks all financial requests that require Area Chair approval;
• Reconciles Dean’s Office financial reports with internal records;
• Prepares budgets for expenses per faculty member when required by Area Chair. Provides budget support as needed for the Area Chair;
• Provides updates to all regarding School, and University events and activities;
• Schedules appointments for Area Chair;
• Advises the Area Chair on suggested organizational improvements;
• Provides administrative support to the Area Chair for the recruiting of new employees (i.e., full time faculty, administrative faculty, classified staff, graduate assistants, and hourly staff (as needed));
• Assist Area Chair in coordinating activities with Adjunct faculty;
• Assists the Area Chair in responding to external constituents;
• Provides event management support as needed; and
• Executes other administrative duties and responsibilities as assigned by Area Chair.

Area Faculty Support

Administrative support for Area Faculty members:

• Provides document preparation and editing assistance for exams, reports, correspondence, syllabi, and other instructional material;
• Processes all copy and print service requests;
• Orders text books for faculty each term;
• Processes supply and other orders through eVA system;
• Assists in the recruiting of graduate assistants using eWork;
• Administers all aspects of faculty recruitment using eWork;
• Coordinates office/work station set up and orientation for new faculty members and graduate assistants;
• Assists faculty members with operational (not technical) aspects of systems including email, Patriotweb, WebCT, Sedona, and other job related systems;
• Arranges logistics of all Area events and candidate visits;
• Prepares travel authorizations and reimbursements for all Area faculty/faculty candidates as required and makes associated arrangements;
• Ensures that all mail, packages, and faxes are delivered to recipients within same day of receiving in the School of Business;
• Coordinates monthly Area faculty meetings and disseminates information through Area;
• Maintains Area files for faculty members and ensures proper records retention and disposal; and
• Assists the Dean’s Office with the on-boarding 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 oral and written communication skills;
• Must be able to work both independently and as a member of a team;
• Well organized, self-starter, sound interpersonal skills; and
• Ability to follow through and complete tasks.

Preferred Qualifications:

• Strong administrative background in a University setting;
• College level coursework; and
• Knowledge of all relevant software related to job responsibilities (i.e. Microsoft Office, University Procurement Systems, etc.).

Special Instructions to Applicants  

For full consideration, applicants must apply for position number 00375z at https://jobs.gmu.edu by September 23, 2022; complete and submit the online application; and upload a cover letter, resume, and list of professional references. We will contact you directly if we require additional materials.

Review of applications will begin on September 26, 2022 and continue until the position is filled.

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.