Administrative and Program Coordinator

Department: UL

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 commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of University Life Central, located in Student Union Building I, brings together the Associate and Assistant Vice Presidents, Associate Deans, and other division level personnel who provide leadership and support for the various units within University Life and for division level initiatives.

University Life is committed to student growth and success in everything students do. University Life provides services and resources to help students succeed and offers activities that instill a sense of belonging and Mason pride.

About the Position:

Reporting to the Director of Staff Experience, the Administrative and Program Coordinator provides administrative, project, and program support to the office of University Life Central. This position provides primary support for at least two high level leadership roles. The position manages University Life Central administration office operations, project coordination and management, calendaring and scheduling, and intra- and inter-office communications. The UL Central office includes associate/assistant VPs, assistant deans, and divisional directors, all needing various levels of project, program and administrative support. Oversees a range of administrative and programmatic tasks, ensuring timely execution, confidentiality, and adherence to organizational policies. Handles multiple priorities with effective organizational and customer service skills.

Responsibilities:

Office Operations

• Oversees the daily operations and security/safety of the University Life Central Administration Office, makes decisions without prior approval in accordance with mission, purpose, policies, and guidelines;
• Works collaboratively with counterpart, Office & Operations Manager and Student Office Assistant(s) to contribute to the overall management of office projects and presents issues or recommendations from UL Central office staff;
• With UL Central office team, manages the University Life listserv emails on daily basis. Manages routine office tasks, provides information and referrals to visitors, prepares routine correspondence, maintains adequate supplies for the suite, and processes purchases;
• Manages the SUB I UL conference room reservation process, including reservation confirmations, communication, room management, etc.;
• Manages mail and mailings, submits work orders for ITS, submits work requests to facilities; and
• Serves on team as primary coordinator and contact for Student Union Building I University Life conference rooms and spaces.

Administrative Support

• Provides administrative support for University Life Central faculty and staff members, including at least three high-level leadership positions;
• Administrative support includes, but is not limited to:
  • Scheduling meetings;
  • Managing calendars;
  • Arranging travel;
  • Organizing information/documents for meetings;
  • Preparing Word, Excel, and/or PowerPoint documents;
  • Arranging conference rooms;
  • Preparing routine correspondence;
  • Assisting with other special projects and requests in support of University Life programs, services, and events;
  • Processes reimbursements, travel requests, and conference registration as needed; and
• 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.

Project Coordination & Program Support

• Provides ongoing leadership and management within the University Life’s process for Entertainment and Student Services Contracts;
• Coordinates and manages logistics for programs sponsored by University Life leadership;
• Provides assistance and contributes to small and large-scale project planning and other special projects in support of University Life Programs, services, events, and initiatives;
• Coordinates catering requ