Administrative Assistant

Department: University Counsel

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 mission of the Office of University Counsel is to provide timely, reliable, and excellent legal services to George Mason University and its officers, agents and employees who are responsible for the operation, instruction, research and administration of the University.

About the Position:

The Administrative Assistant office professional provides support to the lawyers and legal staff to ensure the smooth operation of the office. The position responsibilities include a combination of administrative and clerical skills tailored to the legal environment. The Administrative Assistant performs a wide range of duties that includes without limitation, overseeing the operations of the office, direct interaction or communication with clients, scheduling meetings and calendar management, making travel plans, handling billing, reconciliation of budgets and other financial tasks, supply management, and organizing and maintaining physical and electronic filing systems.

Responsibilities:

Administrative

• Serves as the primary office administrator maintaining the organization of the office and prioritizing workload as necessary;
• Receives, screens and redirects incoming telephone calls to the legal office, prioritizing with regard to sensitivity of cases and maintaining confidentiality of information;
• Receives, screens, and directs visitors to the conference room or appropriate office for scheduled or unscheduled meetings;
• Coordinates University Counsel’s and staff attorney’s business affairs within the University community and with external offices;
• Maintains University Counsel’s and staff attorney’s calendars and prepares any necessary documentation and materials for meetings;
• Oversees coordination of travel arrangements and completes related reimbursement transactions for department as needed;
• Takes inventory and purchase supplies for the department as needed;
• Submits and approves purchase requisitions and maintains and reconciles purchase credit card statement;
• Reconciles Banner financial activity for department budget according to Policy 2114 to verify that all charges and credits are appropriate;
• Serves as the department liaison with internal and external offices including without limitation Human Resources, Telecom Admin, Equipment Inventory, Facilities, Mail Services, UPS, and court reporting agencies taking care of office administrative matters including but not limited to: Banner EPAF process, reconciling monthly phone bill, entering work orders, handling incoming and outgoing mail, shipping, etc.; and
• Assists in reviewing and evaluating all work-study student applications for hiring; supervises and manages work study student’s workload to ensure optimal student work product. 

Outside Counsel and Legal Matters

• Assists University Counsel, attorneys, and staff in all legal matters, prioritizing workload as necessary;
• Coordinates and processes all outside counsel billing including working with the Office of the Attorney General and University departments in preparing requests for engagement, payment approvals, processing payments, maintaining accurate records of all transactions and budgets, and use of the Legal Tracker application;
• Coordinates and communicates with outside counsels for legal and financial matters, as needed; and
• Serves as a liaison to the Office of the Attorney General handling any communication or coordination between offices. 

Delegation of Signature Authority (DSA)

• Oversees the Delegation of Signature authority process in accordance with University Policy 1147, which outlines the authority and responsibilities of employees designated as University Authorized Officers or Signatories with regard to executing and reviewing contracts on behalf of the University;
• Drafts and prepares DSA letters for authorized officers and signatories, adding, removing and updating recipients as necessary;
• Maintains database of DSA recipients (authorized officers and signatories) keeping track of training requirements; and
• Serves as the main point of contact for DSA inquiries. 

Document Control

• Manages department filing system (hard files and electronic case management system), ensuring the proper filing of documents and maintenance of confidentiality of records;
• Maintains filing database and electronic logs;
• Supervises file management and archives, insuring the timely retirement and retention of all information maintained in the Office of University Counsel;
• Assists in supervising student wage position, to ensure proper development and maintenance of department filing systems; and
• Recommends and oversees proper formatting standards for correspondence and documents produced in the Office of University Counsel. 

Backup Personnel

• Serves as a backup for legal assistant on subpoena requests and in processing garnishments;
• Drafts and prepares legal documents and correspondence relating to legal matters for review and signature;
• Oversees processing of legal documents to local courts or to the Office of the Attorney General, including but not limited to, employee grievances, motions for judgment, etc.; and
• Performs other related duties as assigned. 

Required Qualifications:

• High school diploma or equivalent;
• Related administrative assistant experience in office management or support functions with increasing responsibility and with reliable and competent results (typically 2+ years);
• Thorough knowledge of standard office practices, scheduling, filing systems, and telephone etiquette;
• Knowledge of invoicing, budgeting, or bookkeeping;
• Some understanding of legal processes and procedures, deadlines, court processes and procedures, and document production;
• Expertise in using office software like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe and the ability to learn other software applications;
• Excellent written and verbal communication skills, including effective interpersonal skills with the ability to maintain professional etiquette, act with tact and discretion, and provide optimal customer service;
• Ability to provide friendly and effective support to clients, employees, and other stakeholders;
• Ability to be a self-starter and work effectively with minimal supervision;
• Ability to manage multiple tasks efficiently, effectively prioritizing work and meeting deadlines in a fast-paced and rapidly changing job environment;
• Ability to exercise good judgment and demonstrate analytical skills as needed in making decisions and solving problems;
• Demonstrate ability to work collaboratively with staff members in completing projects and assignments;
• Demonstrate accuracy in data entry, scheduling, calendaring, arranging travel, preparing documents and correspondence and overall work output;
• Demonstrate competency to proactively identify ways to improve business processes and provide frequent constructive feedback;
• Demonstrate efficiency in completing tasks and continually communicating status of projects with staff; and
• Demonstrate ability to follow instructions and ask questions to clarify job assignments or seek help.

Preferred Qualifications:

• Bachelor’s degree in related field; and
• Familiarity with University or legal setting.

Instructions to Applicants: 

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

Posting Open Date: October 24, 2024

For Full Consideration, Apply by:  November 15, 2024

Open Until Filled:  Yes