Administrative Assistant/Analyst

Department: Finance and Administration

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Location: Fairfax, VA

Workplace Type: On Site Required

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Capital Strategy and Planning (CS&P) department works with George Mason’s leadership, schools, and units to align long range capital planning with operational budgets and Mason’s Strategic Plan. This includes development of the 6-year Capital Plan, Mason’s Master Plan, capital and space planning studies, and approval of space and capital project requests across multiple campuses comprised of approximately 9M square feet.  

About the Position:

The Administrative Assistant/Analyst is a part-time position, typically 20 hours per week, providing support for the AVP of Capital Strategy & Planning and office staff including procurement, HR budget, and other administrative matters. Additionally, the incumbent will provide junior analytical support for project managers in capital planning and space management, and will learn and develop skills in these areas.

Responsibilities:

• Provide full administrative support for the AVP for CS&P and office staff. Assist with managing calendars of staff in the administration office through scheduling and maintaining on-going and/or adhoc meetings and appointments.
• Ensure all agendas and supporting documentation are prepared for each day's appointments and make copies of correspondence or other printed material as needed.
• Confirm attendance at meetings as required. Arrange meetings, coordinate space, equipment, catering, room setup, and technology according to program requirements.
• Attend meetings. Compose, type, distribute meeting notes and presentation materials, prepare follow-up action items with follow-up check-ins, and routine correspondence or reports, such as presentations or expense, statistical, or monthly reports.
• Provide support through locating and attaching appropriate files to incoming correspondence requiring replies. Support CS&P team in formatting departmentally provided content for presentations and submissions to Mason’s Senior Leadership team, Project Sponsors, Board of Visitors, SCHEV, VA Commonwealth, and various agencies as required.
• Organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, and safety. Responsible for management of NEM 1 office space with maintaining supply inventory and ordering maintenance/housekeeping/facility requests, mailing, and errands.
• Responsible for office PCard purchases and reconciliation. Serve as the department's eVA Administrator.
• Function as the HR Liaison for CS&P. Handle all personnel issues relating to office staff following Mason policies and established guidelines. Provide information to unit staff on any Human Resources related questions, by providing information, or researching information through HR contacts. Oversee completion of job performance reviews and job descriptions. Assist in the hiring process of staff, as needed. Act as search committee coordinator for the administration office as needed.
• Arrange conferences, meetings, or travel reservations for out of town meetings and conferences for office personnel, including, but not limited to, hotel accommodations, procurement of tickets, transportation, etc. Submit travel reimbursement requests per established guidelines. Manage projects or contribute to committee or team work on an as needed basis, to assist in the function of CS&P.
• Other duties as assigned.

Required Qualifications:

• Knowledge of structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Basic understanding of university accounting process.
• Ability to work with sensitive information and keep information confidential.
• Ability to communicate both in writing and orally with a variety of stakeholders.
• Ability to manage one's time and the time of others.
• Ability to work independently with little supervision.
• Attention to detail.