Administrative Assistant/Analyst

Department: Finance and Administration

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time - 20 hours/week

Location: Fairfax, VA

Workplace Type: On Site Required

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

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; and
  • 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; and
• Other duties as assigned.

Required Qualifications:

• Bachelors degree or equivalent work experience;
• Demonstrate experience (typically at least two years) in office management (i.e. travel scheduling and approvals, supply orders, work order submissions), managing personnel calendars and coordinating with executive level assistants to schedule meetings on behalf of other individuals;
• Experience in HR workflows, and overseeing departmental HR matters;
• Basic understanding of accounting principles, purchase orders, management and processing approvals for vendor payments; 
• Solid PC/Office 365 skills in Word, Excel, Outlook, TEAMs, Zoom and PowerPoint;
• 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;
• Knowledge of structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar;
• Attention to detail and ability to work with sensitive information and keep information confidential;
• Strong written and verbal communication skills across diverse stakeholder groups; and
• Ability to manage one's time and work independently with little supervision.

Preferred Qualifications:

• Bachelors Degree in business administration, business, public administration, or human resources;
• Advanced level office management, executive scheduling experience and business process skills;
• Experience in HR workflows, and overseeing departmental HR matters within a university setting;
• Experience with accounting, initiating purchase orders, management and processing approvals for vendor payment in a university setting;
• Advanced experience with Office 365 tools, MS Access, PowerBi, WordPress, AutoCAD or other productivity tools; and
• Interest in supporting teams, as well as working with faculty, staff, students, and other project stakeholders.

Instructions to Applicants: 

For full consideration, applicants must apply for the Administrative Assistant/Analyst at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a resume.

Posting Open Date:  June 18, 2025

For Full Consideration, Apply by:  July 2, 2025

Open Until Filled:  Yes