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Administrative Assistant

George Mason University   Arlington, VA   Full-time     Administration / Clerical
Posted on October 28, 2022
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Administrative Assistant

 

The George Mason University, Mason Enterprise is looking for an enthusiastic and energetic person for an Administrative Assistant. 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 Department:

Mason Enterprise is an exciting and rapidly growing department whose work spans internal and external university functions that support technology commercialization and entrepreneurship. The department sits in the Office of Research and Economic Impact and consists of the Office of Tech Transfer, the federal, state, regional, and local programs that support small business, the Mason Enterprise Centers (incubators), and the expansion of the Arlington Campus as it related to entrepreneurship and small business development. In summary, through counseling and training, we help people start and grow companies. Our “clients” are members of the community, students, and faculty members from across Virginia.

 

About the Position:

As a key member of the Associate Vice President’s support staff, the Administrative Assistant will provide support to the AVP and serve as the main point of connection for external partners (economic development organizations, universities, incubators, non-profits), and the internal departmental staff and Mason’s faculty and students. Also they will be the interface and backup for the other AVP direct reports as necessary.

 

Responsibilities:

Executive Support

Serve as key team member of the Associate Vice President’s team and assist in all matters related to the internal operation of the office and the AVP’s schedule. Duties may include: managing the AVP’s calendar and daily schedule; preparing and disseminating correspondence; answering inquiries; responding to internal and external e-mails; providing requested materials to internal and external audiences. The administrative assistant will be the primary person responsible for managing the AVP’s travel schedules and commitments and corresponding expense reports and reimbursements. Fiscally responsible for credit card purchases for the Office of Research.

 

Track Moving Parts

Work one-on-one with the AVP in the day to day operations of a department that spans every county of Virginia with an extended staff of 200+. Keep track of documents in process, deadlines, and AVP’s many meetings and travel. Set up group meetings necessary in the management of Mason Enterprise. Purchase supplies when necessary, make reservations, take notes in important meetings, and exercise exceptional problem-solving. Establish professional and reliable reputation with faculty, and others who may collaborate with the AVP.

 

Customer Service

Provide excellent customer service in a calm, professional manner to all key customer groups.

 

Event Coordination

This position will plan, promote, coordinate with other departments, and monitor special events and initiatives including but not limited to conferences and speaking engagements, staff retreats and advisory board meetings. Provide planning, catering coordination, agenda distribution, and

travel details for special events hosted by Mason Enterprise.

 

Reliability and Responsibility

Demonstrate respect for the University and its employees, students, faculty and staff; understand the importance of Mason events and calendars in order to best facilitate programs and customer service; seek solutions to problems through internet searches and by developing relationships with key personnel at Mason; serve as an ambassador for George Mason University to both internal and external audiences; other duties as assigned.

 

Required Qualifications:

  • High school diploma or equivalent;
  • Experience in a fast-paced executive office;
  • Experience providing effective customer service;
  • Skill in effective written and verbal communication;
  • Skill in operating applicable office equipment and software, including Microsoft Office Suite;
  • Ability to work both as a team member and independently;
  • Ability to multi-task and remain calm under pressure;
  • Ability to utilize the internet and library resources for research and references;
  • Ability to pay close attention to details and deadlines;
  • Ability to interact with peers, supervisors, students and faculty in a professional manner;
  • Ability to maintain strict confidentiality; and
  • Outstanding customer service orientation.

 

Preferred Qualifications:

  • Bachelor’s Degree; and
  • Knowledge of University programs, policies, and procedures.

 

Special Instructions to Applicants  

For full consideration, applicants must apply for position number 03295Z at https://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

 

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.