Administrative Assistant and Office Manager

Department: Col of Engineering and Computing

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: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The primary purpose of the Department of Statistics is to educate undergraduate and graduate students in statistics; conduct research in statistics and data science, as well as interdisciplinary research where statistics and data science matter; and to administer B.S., M.S., and Ph.D. programs in statistical and data science.

About the Position:

The Office Manager is an extremely important position in an academic department. This position reports to the Department of Statistics Chair, serves as the lead staff administrator of the department, and the Chair’s executive secretary. The Office Manager is responsible for the daily execution, as well as the coordination of administrative and program support operations to ensure the service needs are met for the department's faculty and students. The incumbent will work with considerable independence, as well as with other staff, as needed.  This position will be responsible for a broad range of tasks critical to the department's administrative integrity and procedures related to the needs of faculty, students, and programs.

The position is required to follow University guidelines regarding some days of telework, after approval.

Responsibilities:

Duties include scheduling and time management, management of the office of the Department of Statistics, administration support of the Chair, research and academic programs of the department, and other administrative, financial, and HR functions. Key responsibilities include, but are not limited to:

• Serves as executive secretary to Department Chair, including correspondence, scheduling, and screening of calls;
• Provides administrative support for regular and visiting adjunct faculty, full-time graduate student assistants, and wage employees;
• Coordinates meetings and collects and maintains faculty records as required;
• Manages the office, including supplies and equipment, collection and maintenance of all records and files;
• Processes graduate assistant, adjunct faculty, student, and wage employee appointment letters and payroll;
• Trains and supervises the department's part-time wage employees and student assistants, as assigned;
• Monitors ledger accounts and budget, and processes revenue and accounts payable;
• Reconciles department accounts and processes travel documentation and reimbursements;
• Responds to requests and queries from students seeking information on the department’s academic programs; and
• Other duties as assigned by the Chair or Associate Chair(s). 

Required Qualifications:

• High school diploma or equivalent;
• Ability to effectively prioritize work assignments and manage multiple tasks efficiently;
• Ability to work with a wide range of constituencies in a diverse community;
• Strong interpersonal communication (both verbal and written), customer service, and diplomacy skills;
• Willingness to learn new technology and systems, including those for scheduling, workflow, accounting, and travel;
• Experience processing financial transactions and reconciliation of accounts and funds;
• Experience serving in an administrative position; and
• Experience with word processing, spreadsheets, databases, e-mail, and web-related applications, such as Zoom.

Preferred Qualifications:

• Bachelor’s degree in a related field; 
• Prior experience working in a higher education environment; 
• Experience managing sensitive and confidential materials related to faculty and students; and
• Excellent IT skills with proficiency in digital platforms and tools for virtual collaborations and communication, as well as Microsoft Office or similar software.

Instructions to Applicants: 

For full consideration, applicants must apply for the Administrative Assistant and Office Manager at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume. Full consideration will apply to applicants who submit their completed application by May 6, 2024; however, review of applications will continue until the position is filled.

Posting Open Date:  April 19, 2024

For Full Consideration, Apply by:  May 6, 2024

Open Until Filled?:  Yes