Administrative Specialist

Department : University Life -New Student and Family Programs

Classification : Admin Office Specialist 3

Job Category : Classified Staff

Job Type : Full-Time

Work Schedule : Full-time (1.0 FTE, 40 hrs / wk)

Location : Fairfax, VA

Workplace Type : On-Site Required

Pay Band : 03

Salary : Salary range starting in the low $50k's; commensurate with education and experience

Criminal Background Check : Yes

About the Department :

New Student and Family Programs (NSFP) is a centralized and comprehensive department, within the Division of University Life, whose primary purpose is to foster engagement, build community, establish tradition, and affect retention through three coordinated initiatives : undergraduate orientation and new student programs, parent and family outreach, and leadership development.

With special attention to transition and the first-year experience, the New Student and Family Programs office provides innovative programs and services that facilitate the social and academic acclimation process for George Mason University students and their families.

About the Position :

Reporting to the Director, the Administrative Specialist provides critical support to the Office of New Student and Family Programs.

With increased enrollment and a greater demand for orientation and family programs to meet the needs of incoming and current student populations, this position aids the department in realizing its mission and institutional goals through :

• Providing administrative support to New Student and Family Programs staff and initiatives, including direct support to the Director;
• Coordinating the selection, training, and supervision of student staff on front desk operations and services;
• Providing programming and registration support for New Student & Family Programs;
• Greeting and providing customer service and assistance to stakeholders and constituents; and
• Providing leadership for the organization of the physical office space including management and inventory of office equipment and supplies.

As a member of the unit staff, this position provides additional support for a wide range of division initiatives and serves as an active ambassador for the George Mason community.

Responsibilities :

• Provides administrative support to NSFP staff and initiatives, including direct support to the Director :
• Schedules staff meetings and maintains the office calendar, including scheduling support for the Director; prepares documents, takes notes in unit meetings, and general organization of unit-level information for staff access;
• arranges conference calls, prepares routine correspondence, including aspects of search coordination; assists with other special projects and requests in support of NSFP and University Life programs, service, and events;

seeks resolution of problems and issues affecting completion of projects or tasks and / or smooth operations of office support functions.

• Coordinates the selection, training, and supervision of student staff on front desk operations and services :
• Serves as primary supervisor for the Office Assistant student team; oversees front desk operations and communications with the Office Assistants;
• provides backup support at front desk as needed; leads the hiring and selection of Office Assistants in collaboration with NSFP staff;
• coordinates the onboarding and training processes for new employees, including updating unit information and new hire checklist;

provides on-going supervision and evaluation for student supervisees, including utilization of the UL GROWTH assessment.

• Provides programming and registration support for NSFP :
• Assists in logistics for NSFP, including check-in, registration, fee waivers, nametags, and supplies; serves as a point of contact for orientation registration and family program platforms and other relevant databases;

reviews and prioritizes administrative and clerical tasks and projects taking appropriate action including working collaboratively with UL central administrative support team to manage all project components.

• Greets and provides customer service and assistance to stakeholders and constituents :
• Provides information, assistance, and referrals to visitors / callers, including students, staff, faculty, parents, and members of the community;

follows policies and procedures regarding confidential and / or sensitive information; provides on-site customer service at events as needed.

• Provides leadership for the organization of the physical office space including management and inventory of office equipment and supplies :
• Maintains office equipment and technology inventory; researches and manages telecommunication equipment and processes; conducts equipment inventories, in collaboration with unit staff;
• oversees storage areas and supplies; facilitates office supply moves, space and program work orders, supply orders, renovations and upgrades, furnishings, keys and access;

purchases supplies and resources as needed from staff.

Required Qualifications :

• High school diploma or equivalent;
• Experience in an office or team environment typically obtained within 1-3 years;
• Prior administrative assistance experience demonstrating technical proficiency and the ability to communicate professionally and appropriately;
• Experience with managing and completing projects and requests from multiple people in a timely manner;
• Experience using databases, booking systems, and transaction monitoring;
• Experience leading a team, managing resources, and creating an environment of respect;
• Experience working with confidential information;
• Experience supporting events, providing logistical support, and / or planning;
• Knowledge and ability to work effectively with diverse populations, demonstrating a commitment to diversity;
• Knowledge and ability to deliver exceptional customer service;
• Demonstrated interpersonal, oral, and written communication skills;
• Highly developed organizational management and problem-solving skills;
• Proficiency in electronic communication and documentation, including Microsoft Office Suite;
• Ability to work accurately and efficiently to meet a multitude of deadlines and responsibilities;
• Ability to communicate with a variety of constituents and departmental stakeholders;
• Ability to handle confidential information; and
• Ability and willingness to work evening hours and weekends, especially during the summer months.

Preferred Qualifications :

• Bachelor's degree in related field;
• Preferred experience with Banner, eVA, travel system, and Bank of America Works;
• Demonstrated leadership abilities and supervisory experience, particularly with students;
• Experience working in a university or education setting;
• Knowledge of new students and family transitional issues in higher education;
• Ability to manage conflicting and competing situations;
• Ability to proactively manage calendars and appointment scheduling; and
• Ability to respond with appropriate urgency, flexibility, courtesy, and good judgment to meet customer needs and resolve problems.

Instructions to Applicants :

For full consideration, applicants must apply for the Administrative Specialist at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date : September 13, 2024

For Full Consideration, Apply by : October 4, 2024

Open Until Filled : Yes